Department Administrative Assistant

Lakes and Pines CAC, Inc. is a 501(c)3 organization; a charitable, educational, private, non-profit corporation serving the seven county area of:
Aitkin, Carlton, Chisago, Isanti, Kanabec, Mille Lacs and Pine.

Department Administrative Assistant

TITLE:

Department Administrative Assistant
DEPARTMENT:
REPORT TO:
Department/Program Director

SALARY RANGE: 4
CLASSIFICATION: 11
STATUS:
Non-Exempt Position

The Department Administrative Assistant facilitates the efficient operation of the assigned Department by performing a variety of high-level clerical and administrative tasks, and is responsible for assisting the Department/Program Director in all matters of Department business as assigned and/or directed by the Department/Program Director. The Department Administrative Assistant must exercise excellent judgment and communication skills to deal with a broad spectrum of tasks.

This position handles sensitive and confidential information regularly, so tact and discretion are essential skills.

High School Diploma or equivalent and additional training

Education may be waived with significant job related experience

More than 3 years

Valid Driver’s License

Excellent oral and/or written communications skills.

Ability to manage time that results in both a satisfactory quantity and quality of work.

Support the Mission of the Agency through daily work and while representing the Agency in public.

Have general knowledge of programs and activities of the Agency.

Demonstrated ability to work independently and as a team member.

Must be able to handle diverse work problems on a daily basis.

Must be able to organize a work schedule, set priorities and work effectively to meet deadlines without supervision.

Must be able to adjust to changes necessitated by last minute assignments and deadlines requests that may prove stressful.

Ability to effectively work across differences, especially socio-economic and cultural differences.

Attend trainings, classes and meetings as necessary to improve job skills and maintain an acceptable level of job performance.

Serve as a mentor for new staff.

Have knowledge and apply Agency policies and procedures, including safety, technology, data practices and other applicable policy, procedure and program regulations.

Understand numbers and mathematical concepts.

Knowledge of public and private sources of debt equity and subsidy.

Knowledge and understanding of federal, state, and local guidelines, codes, regulations, for implementation and reporting requirements.

Working knowledge of child abuse laws, Mandated Reporting, Head Start Performance Standards, State licensing requirements, United States Department of Agriculture guidelines and community resources.

Knowledge of Community resources.

This job description is not intended to be all-inclusive and employee will also perform other reasonably related business duties as assigned.

• Knowing and maintaining a current working understanding of all Community and Lakes and Pines programs and guidelines to ensure the greatest degree of accuracy is given to customers while offering a broad awareness of services available.
• Operates office machines including copiers, scanners, phone and voicemail systems, personal computers, and other standard office equipment.
• Operates office machines including copiers, scanners, phone and voicemail systems, personal computers, and other standard office equipment.
• Ability to file documents electronically and knowledge how to access files.
• Prepares and submits Purchase Orders for Department as assigned by Department/Program Director.
• Composes, types, and edits a variety of correspondences, reports, presentations, and other material as assigned by Department/Program Director that requires judgement as to content, accuracy and completeness. Proofreads for format, spelling, grammar, typos and general clarity.
• Create and maintain reports and spreadsheets to track key performance indicators and identify trends as assigned by Department/Program Director. Develop and implement data quality checks to ensure accuracy and consistency of data.
• Prepares agendas and schedules for meetings.
• Records and distributes minutes or other records for meetings.
• Coordinates and schedules travel, meetings, and appointments for Department/Program Director and other staff when assigned by Department/Program Director.
• Responds to and resolves administrative inquiries and questions for Department; may be required to resolve customer complaints or inquires via email, in person or over the telephone.
• Retrieves information as requested from records, email, minutes and other related documents; prepares written summaries of data when needed.
• Responsible for Department Employment postings and tracking, ensuring all Agency policies and procedures are followed.
• Maintains office supplies and coordinates maintenance of office…