Temporary public affairs office assistant

Position title:  Office assistant (temporary)
Department:  Public affairs
Supervisor:  Public affairs executive assistant
Location:  St. Paul office
Hours/status: Full-time temporary (up to 18 months)
Employee group: United Staff of Minnesota
Probationary period: Nine months
FLSA/grade level: Non-exempt

Purpose of position:
Under the direction of the public affairs executive assistant, the public affairs office assistant
provides a full range of administrative and office support services to the professional staff in the
public affairs department. This support staff position is responsible for maintenance and support
of the Education Minnesota website, creating subsections and pages, editing images and updating
the site regularly; and supporting users. Other duties include setting up websites for local unions,
helping send e-newsletters and helping create digital content to support the mission of Education
Minnesota.

Major 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 committee and projects.
  • 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-up.
  • Produce flyers, newsletters and other publications as directed, including web-based digital content, videos, social media and other content.
  • Create and maintain web pages using a content management system.
  • Support members and staff who use the website’s member portal.
  • Edit photos and other documents for the website, e-newsletters and print publications.
  • Monitor and report on web statistics.
  • Assist with the creation and development of local and intermediate organization’s union website(s).
  • Provide back-up support to other public affairs office professional staff as directed.
  • Answer phones and initiate appropriate follow-up.
  • Assist with overall organization and day-to-day functions of the department.
  • Update information in various record-keeping systems.
  • Participate in projects, duties and other administrative tasks assigned by management.
  • Assist in the advancement of racial equity initiatives within the organization.
  • Perform other duties of a like or similar nature as assigned.

Required knowledge skills and abilities:

  • Intermediate level proficiency in MS Office Suite of products (Outlook, Excel, Word, Access, Publisher, PowerPoint).
  • Intermediate level proficiency in Adobe Creative Suites of products (InDesign, Photoshop, Premier Pro).
  • Ability to quickly learn new software.
  • Ability to function well as a team.
  • Knowledge of social media outlets and their use for business.
  • Excellent written and oral communications skills.
  • Spelling, grammar and proofreading skills.
  • Excellent public relations, telephone and personal skills.
  • Ability to work well under deadlines and pressure.
  • Ability to understand and effectively carry out complex oral and written directions.
  • Record-keeping skills.
  • Ability to organize, prioritize and work independently in accomplishing objectives, goals and meeting numerous deadlines.

Minimum qualifications:

  • High school diploma or GED.
  • Three years administrative support experience.
  • Intermediate level proficiency in MS Office Suite of products (Outlook, Excel, Word, Access, Publisher, PowerPoint).
  • Intermediate level proficiency in Adobe Creative Suites of products (InDesign, Photoshop, Premier Pro).

Preferred qualifications:

  • Associates degree in web development or closely related field or a Bachelor’s degree in
    communications or closely related field.
  • One year direct experience using website editing or content management systems.
  • Working knowledge of HTML, CSS and web editing software.
  • Working knowledge of Salesforce Marketing and/or other mass email software.
  • Familiarity with best practices in web usability, writing and design.
  • Previous experience as a webmaster or in web development.
  • Experience in database software particularly the Voter Activation Network system (VAN).
  • Proficiency in Adobe InDesign or other desktop layout software.
  • Proficiency in using online database management software such as CVENT (data entry, reports).
  • Proficiency in Google Analytics.

Physical demands:
Work is in a general office environment. Employee is required to: talk and hear; have color vision, 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 40 pounds; occasionally lift up to 75 pounds and infrequently travel by various conveyances (e.g., air, rail, auto).

Other requirements:

  • Some after-hours work (evenings and weekends) and occasional travel with overnight stays may be required.
  • Maintain confidential information as applicable.

EDUCATION MINNESOTA IS AN EQUAL EMPLOYMENT OPPORTUNITY EMPLOYER committed to providing an environment of mutual respect where diversity is valued, supported and celebrated to benefit applicants, employees, members and students. All employment decisions are based on qualifications; merit and business need with preference given to people of color.

Deadline: For best consideration, apply online and include a resume by 11:59 p.m. Tuesday, Aug. 4

Education Minnesota
Human Resources
41 Sherburne Ave.
St. Paul, MN 55103