Office Assistant – Public Affairs

POSITION TITLE: Office Assistant
DEPARTMENT: Public Affairs
IMMEDIATE SUPERVISOR: Public Affairs Executive Assistant
EMPLOYEE GROUP: United Staff of Minnesota (USM)
LOCATION: St. Paul
HOURS PER WEEK: Full Time
FLSA/GRADE LEVEL: Non-exempt
PROBATIONARY PERIOD: 9 Months

POSITION SUMMARY:

Under the direction of the Public Affairs Executive Assistant, the Office Assistant in Public Affairs provides a full range of administrative and office support services to the Education Minnesota Public Affairs Department. This position provides direct support to professional staff within the department as well as program coordination for Education Minnesota’s Political Action Committee and legislative activities, design work and website maintenance, the dissemination of information and publications to members, and their significance to support the mission of Education Minnesota.

Education Minnesota is a member-led labor union that has identified racial equity and social justice as primary organizational goals. All staff are expected to participate, individually and collectively, in ongoing training, discussions and activities to advance these goals.

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES:

  • Provide a full range of administrative support for Education Minnesota’s public affairs programs.
  • Review, prepare, maintain records, code billings and obtain appropriate signatures for: expenses, workshops and various committees and projects.
  • Provide back-up support to other public affairs office professional staff as directed.
  • Schedule appointments, maintain calendars, note important dates, route correspondence and maintain follow-ups.
  • Coordinate and schedule meetings, workshops and events with members and staff; including but not limited to arranging for hotel contracts, registrations, sending meeting notices, room arrangements, catering, preparation of materials, transcribing meeting notes and all follow-ups.
  • Produce flyers, newsletters and other publications as directed, including web-based production and editing.
  • Maintain a highly organized electronic filing system for tracking political expenditures and member engagement.
  • Answer phones and initiate appropriate follow-up.
  • 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.
  • Participate in internal and external anti-racist, LGBTQ+ trainings.
  • Demonstrate a commitment to creating an inclusive space for members and staff, extending this culture of equity and inclusion into the work.
  • Perform other duties as assigned.

REQUIRED KNOWLEDGE, SKILLS AND ABILITIES:

  • Three (3) or more years’ proficiency at an intermediate level in MS Office applications with emphasis on Excel, Word, PowerPoint and Outlook.
  • Record keeping and bookkeeping skills.
  • Accurate typing, transcribing and computer skills.
  • Desktop publishing.
  • Good public relations, communications, telephone and personal skills.
  • Excellent spelling and grammar skills.
  • Understand and effectively carry out complex verbal and written directions.
  • Work well under pressure, able to handle multiple tasks and meet strict deadlines.
  • Problem-solve and work independently.
  • Good planning and organization skills; ability to prioritize work assignments and be punctual.

MINIMUM QUALIFICATIONS:

  • High school diploma or GED.
  • Three (3) years administrative support experience.
  • Proficiency in MS Office suite of products (Outlook, Excel, Word, Access, Publisher, PowerPoint).

PREFERRED QUALIFICATIONS:

  • Experience with or knowledge of the Minnesota state Legislature.
  • Attention to detail.
  • Clear communication style.

OTHER REQUIREMENTS:

  • Some travel with overnight stays.
  • Possible evening and weekend work may be required.

WORK ENVIRONMENT

Work is in a general office environment. This position will interact with employees, vendors, members, and the public on a somewhat regular basis. These interactions require judgment and discretion that can involve confidential information, private information and some disagreeable human interactions.

PHYSICAL DEMANDS:

Employee is required to: CONTINUOUSLY sit, talk, and hear; FREQUENTLY stand, walk, and repetitively use hands dexterously (use fingers to handle, feel), reach with hands and arms, bend and physically lift and carry up to 10 pounds; OCCASIONALLY lift up to 25 pounds and infrequently travel by various conveyances (e.g., air, rail, auto).

CONFIDENTIAL INFORMATION:

Maintain confidential information related to the organization, members and potential members, and staff.

STARTING SALARY RANGE:

First three steps of the salary schedule, in accordance with the current staff collective bargaining agreement: $50,232 – $54,267 annual; placement depends on qualifications and previous experience.

BENEFITS:

Education Minnesota offers a competitive benefits package including:

  • Medical, vision and voluntary pet insurance.
  • Employer paid dental coverage, life and AD&D insurance; LTC, LTD and annual HRA contribution (if enrolled in our medical plan).
  • Generous paid time off, including 16 paid holidays, vacation days, sick leave days and personal days.
  • 16 hours of school and community outreach.
  • Tuition reimbursement, up to $1,500 per year.
  • Generous 401(k) matching program with employer contributions.
  • Employer-sponsored pension, after vesting period.
  • Employee Assistance Program (EAP).

EDUCATION MINNESOTA IS AN EQUAL OPPORTUNITY EMPLOYER

Education Minnesota is an Equal Opportunity Employer committed to providing an inclusive environment of mutual respect where diversity is valued, supported and celebrated to benefit applicants, employees, members and students. Discrimination of any kind is prohibited. All employment decisions are based on qualifications, merit, job requirements and business needs. Education Minnesota strongly encourages women, BIPOC individuals, LGBTQ+ individuals, people with disabilities, immigrants and veterans to apply.

POSTING DEADLINE:  For best consideration, apply online and include a resume no later than 11:59 PM on Tuesday, Aug. 26.

Apply now