Administrative Assistant

SUMMARY
The Administrative Assistant of the CAP Agency provides support to the Executive Office, as well as in overall Agency administration. This includes serving as the Board of Directors Administrator, a supporting role in Human Resources, and assisting special projects in conjunction with the Senior Leadership Team. On-site at our Shakopee Location 8-4:30pm.
ESSENTIAL FUNCTIONSEssential functions, as defined under the Americans with Disabilities Act, may include any of the following representative duties, knowledge, and skills. This list is ILLUSTRATIVE ONLY, and is not a comprehensive listing of all functions and duties performed by incumbents of this class. Employees are required to be in attendance and prepared to begin work at their assigned work location on the specified days and hours. Factors such as regular attendance at the job are not routinely listed in job descriptions, but are an essential function. Essential duties and responsibilities may include, but are not limited to, the following:
Agency Administration
•Work both independently and collaboratively to complete a broad variety of administrative tasks for the Agency, including ordering business cards and apparel, coordinating confidential document shredding pick-up, organizing and maintaining office supplies, maintenance and operation of office machines (i.e. postage meter, copiers, etc.).
•Assist all visitors to the Administrative building.
•Provide backup to Human Resources such as payroll processing, new employee orientations, and benefit reconciliation.
•Plan and coordinate agency all-staff trainings.
•Assist with events as needed, including coordination with partners, and assisting day-of.
•Provide friendly and professional customer service with colleagues and stakeholders.
•Be a solid team player across the organization, assisting others on occasion with large meetings and major projects.
•Other work as assigned by the Associate Executive Director that will help the CAP Agency, its staff, and clients.
Board of Directors Support and Board Relations
•In coordination with the Executive Director, Board Chair, and Senior Leadership, plan and prepare board and committee meetings and events. Assure consistent organization, preparation and dissemination of board materials across the organization, and the public at large.
•Work with Leadership Team members and committee chairs to plan agendas, organize board packets and materials, record meeting minutes and maintain documentation and records in accordance with best practices and museum bylaws.
•Attend all board committee meetings which are typically evening events.
•Assure historical records of all board and committee meetings are maintained as well as biographical and service information about all board members, elected officials, and other key constituents.
•In coordination with Executive Director, Board Chair, and Senior Leadership, plan the annual meeting for current and past board members.
MISSION DRIVEN COMPETENCIES
•Fostering Teamwork
•Managing Change
•Communication
•Building Collaborative Relationships
•Customer Centered
•Analytical Thinking
•Use of Technology and information management
MINIMUM QUALIFICATIONS
Education, Training and Experience Guidelines
Associate degree plus one to three years of related experience preferred. Alternatively, an equivalent combination of education, training, or experience will be considered. Experience working with people from diverse cultural and socio-economic backgrounds and a desire to serve others.
Knowledge of:
•Current office technology and related computer programs including but not limited to Microsoft Office suite, including Word, Outlook and Excel, and data management systems.
Skill in:
•Advanced verbal and written communication and interpersonal skills.
•Excellent organizational skills for handling a variety of details and setting administrative and production priorities.
•Attention to detail; ability to perform administrative duties with speed and accuracy without immediate and constant supervision.
•Ability to handle multiple projects simultaneously and meet deadlines.
•Ability to work in a flexible work environment that requires evening hours.
•Ability to maintain good working relationships with internal and external stakeholders including all levels of staff, external vendors, and board of directors.
•Ability to work with individuals from a wide variety of economic, racial, ethnic, religious, and cultural backgrounds.
LICENSE AND CERTIFICATION REQUIREMENTS
A valid Minnesota State Driver's License is required.
PHYSICAL DEMANDS AND WORKING ENVIRONMENT
Work is performed in a standard office environment which requires occasionally lifting such articles as file boxes or heavier materials with help from others and/or lifting and carrying light objects frequently. Mobility to drive a motor vehicle in order to attend meetings and events. Occasional out-of-town travel may be required. A job in this category may require walking or standing to a significant degree or may involve sitting most of the time with long periods of computer work.
AFFIRMATIVE ACTION POLICY: Scott, Carver, Dakota CAP Agency will not deny anyone the opportunities for training or employment because of sex, race, religion, color, creed, national origin, marital status, age, sexual preference, disability or status with regard to public assistance.
The Scott Carver Dakota CAP Agency is an Equal Opportunity/Affirmative Action employer