Executive Secretary

Lakes and Pines CAC, Inc. is a 501(c)3 charitable, educational, private, nonprofit corporation serving the seven counties of Aitkin, Carlton, Chisago, Isanti, Kanabec, Mille Lacs and Pine.

Application:
Online (requires validated account) or paper (printed PDF). Applications may be submitted via US mail, fax to , or hand‑delivered to 1700 Maple Ave E, Mora, MN.

Title: Executive Secretary

Department: Administration

Reports to: Director of Agency Operations & Planning

Salary Range:

Status: Non‑Exempt Position

The Executive Secretary provides high‑level administrative support to the executive team by handling information requests, preparing correspondence, scheduling meetings, managing records, and performing clerical functions. This role requires strong organizational skills, discretion, and the ability to handle sensitive information professionally.

• Education: High School Diploma or equivalent (may be waived with significant job‑related experience).
• Experience: More than 3 years.
• Authorization: Valid driver’s license.
• Background study: BCA Background Study (required).

• Excellent oral and written communication skills.
• Time‑management skills that produce satisfactory quantity and quality of work.
• Support the mission of the Agency through daily work and when representing the Agency publicly.
• General knowledge of Agency programs and activities.
• Ability to work independently and as part of a team.
• Ability to handle diverse work problems daily.
• Organize work schedule, set priorities, and work effectively to meet deadlines without supervision.
• Adapt to last‑minute assignments and deadlines that may be stressful.
• Work effectively across socio‑economic and cultural differences.
• Attend trainings, classes, and meetings as necessary to improve job skills.
• Serve as a mentor for new staff.
• Knowledge of Agency policies, procedures, and applicable regulations (safety, technology, data practices, etc.).
• Basic mathematical skills.
• Knowledge of community resources.

This job description is not intended to be all‑inclusive; the employee will also perform other reasonably related duties as assigned.

• Primary supervisor of the Administrative Specialist, Receptionist, and Custodian staff.
• Assist with secretarial professional development for Agency secretarial and departmental administrative staff.
• Provide professional development opportunities for custodial staff.
• Assist Director of Agency Operations & Planning with new staff orientation.
• Maintain a current understanding of Agency programs to provide accurate service information.
• Operate office machines (copiers, scanners, phone, voicemail, PCs, etc.).
• Answer multi‑line phone system, direct calls, record messages, provide referrals, screen and route messages appropriately.
• File documents electronically and access files.
• Complete purchase orders for Administration (Human Resources, Technology, Fiscal, THRIVE).
• Articulate and carry out appropriate emergency procedures.
• Compose, type, edit correspondence, reports, presentations, and other materials; proofread for format, spelling, grammar, typos, and clarity.
• Maintain central office filing system and update continuously.
• Maintain supply of agency forms, paper, envelopes, and letterhead.
• Order office supplies for Administration, Fiscal, Human Resources, Technology, THRIVE, and Custodial.
• Ensure invoices for Administration departments are paid timely; review, code, and submit invoices for signature.
• Manage Administration job postings, track openings, conduct reference checks per policies.
• Maintain USPS Business Customer Gateway and keep mail permits paid.
• Coordinate agency bulk mailings and ensure USPS regulations are followed.
• Conduct Administrative Assistant bi‑monthly meetings.
• Mail or email audit reports to funding sources annually.
• Oversee agency sprinkler system, fire alarm, and fire extinguisher inspections; conduct regular fire and tornado drills.
• Maintain storage area for agency files; assist Directors in establishing year‑end storage.
• Obtain and document formal bids from contractors; assist Directors with equipment bids and…