ST. PAUL FIELD STAFF ASSISTANT
EDUCATION MINNESOTA

POSITION DESCRIPTION

POSITION TITLE:                                         St. Paul Field Office Assistant
DEPARTMENT:                                             Field Operations
SUPERVISOR:                                                Manager-Field Operations
LOCATION:                                                   St. Paul Office
EMPLOYEE GROUP:                                    United Staff of Minnesota
PROBATIONARY PERIOD:                          180 Days

PURPOSE OF POSITION:  Primary responsibility is to provide a full range of secretarial and support services to an Education Minnesota field office.

MAJOR FUNCTIONS AND RESPONSIBILITIES:

• Provide secretarial support for Field Staff, Intermediate Organization leaders and committees as assigned.

• Use initiative and judgment to see that matters requiring attention are referred to a delegated authority during a Field Staff’s absence.

• Schedule appointments and meetings, maintain calendars, note important dates, route correspondence and maintain follow-up.

• Arrange meetings and workshops; including but not limited to negotiating hotel contracts, sending meeting notices, room arrangements, preparation of materials, accommodations, catering and all follow-up. 

• Take and/or transcribe meeting notes.

• Review, prepare and code billings for workshops and appropriate expenses for appropriate signatures, and maintain related records.

• Maintain an organized filing system.

• Answer phones and initiate appropriate follow-up.

• Maintain inventory of supplies for assigned projects.

• Assist with overall organization and day-to-day functions of the department.

• Maintain and handle facsimile and copying needs of the department.

• Update information in various record-keeping systems.

• Participate in projects, duties, and other administrative tasks assigned by management.

• Perform other duties as assigned by management.

CONTACTS:
Education Minnesota leaders and members        Education Minnesota, AFT, and NEA staff
Governmental agencies and officials                  Vendors, including hotel staff
School district personnel                                   Community and civic leaders
General public                                                 

MACHINES AND/OR TOOLS OPERATED:
Computer and Printer                                       Fax Machine
LCD Projector                                                  Copiers
Multi-line Telephone System
                                                                       
CONFIDENTIAL INFORMATION:
Maintain confidential information related to grievance, arbitration, or any legal matter; this includes telephone calls regarding possible grievances and arbitration cases.

SKILLS AND QUALIFICATIONS REQUIRED:

•    2+ years proficiency at an intermediate level in MS Office Applications with emphasis on: Access, Excel, Word, PowerPoint and Outlook.
• HS diploma or equivalent; Associate’s degree in business or related field preferred.
• 1+ years office experience.
• Accurate typing, transcribing and computer skills.
• Good public relations, communications, telephone and personal skills.
• Record keeping and bookkeeping skills.
• Good spelling and grammar skills.
• Understand and effectively carry out complex verbal and written directions.
• Work well under pressure and meet deadlines.
• Problem-solve and work independently.
• Good planning and organization skills; ability to prioritize work assignments and meet strict deadlines.
• Must be able to lift up to 40 pounds.

ADDITIONAL COMMENTS:
Willingness to work overtime (including nights and weekends) as needed.

EDUCATION MINNESOTA IS AN AFFIRMATIVE ACTION EMPLOYER

In compliance with the Americans with Disabilities Act (ADA), the following is provided: the position requires use of clear and articulate speech; ability to read and comprehend written and oral directions; ability to effectively deal with tight deadlines; sitting for long periods, stooping, bending, reaching and standing for long periods; repetitive movement with hands and wrists; use of computer keyboard; and carrying materials (up to 5 lb. and occasionally up to 25 lb.).

DEADLINE:  March 22, 2010

Direct all inquiries, applications, and résumés to:

EDUCATION MINNESOTA
Human Resources
41 Sherburne Avenue
St. Paul, MN  55103

For complete job description please visit https://www.educationminnesota.org.

WHEN APPLYING: Be sure to indicate that you saw this information online at UNIONJOBS.COM. Do not just say the Internet.