Public affairs office assistant

Position title:  Office assistant
Department:  Public affairs
Supervisor:  Executive assistant public affairs
Location:  St. Paul office
Hours/status: Full-time/non-exempt
Employee group: United Staff of Minnesota
Probationary period: Nine months

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 Education Minnesota public affairs department including statewide events. This position provides direct support to professional staff within the department as well as support for Education Minnesota’s political and legislative activities, the dissemination of information and publications to members and their significance 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.
  • Produce flyers, newsletters and other publications as directed, including web based production and editing and basic video editing.
  • Review, prepare, maintain records, code billings and obtain appropriate signatures for: expenses, workshops, and various committee 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-up.
  • 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 recordkeeping systems.
  • Participate in projects, duties and other administrative tasks assigned by management.
  • Perform other duties as assigned.

Required knowledge skills and abilities:

  • Recordkeeping 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 years administrative support experience.
  • Intermediate level proficiency in MS Office Suite of products (Outlook, Excel, Word, Access, Publisher, PowerPoint).

Preferred qualifications:

  • Bachelor’s degree in communications, public affairs or government relations.
  • Experience with a political environment including campaigns and elections.
  • Experience in database software particularly the Voter Activation Network system (VAN).
  • Proficiency in Adobe InDesign or other desktop layout software.
  • Experience in web editing software highly desired.
  • Proficiency in using online database management software such as CVENT and VAN (data entry, reports).

Physical demands:
Work is in a general office environment. Employee is required to: 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 40 lbs.; occasionally lift up to 75 lbs. and infrequently travel by verious coveyances (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.

In compliance with the Americans with Disabilities Act (ADA), the following is provided: The position involves skills in critical thinking, analysis, problem-solving, judgment, human relations, leadership, consulting, writing, planning, and organization; use of clear and articulate speech; use of computer keyboard, ability to travel by various conveyances, e.g., air, rail, auto; sitting for long periods of time, standing, stooping, bending, reaching, carrying materials (up to 15 lbs. and occasionally up to 40 lbs.).

Deadline: For best consideration, apply online and include resume.
Posting is open until 11:59 p.m. Friday, Feb. 15.

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