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Form of work
SalaryPOSITION TITLE:
Receptionist/Program Assistant
POSITION JOB#:
2024-04
DEPARTMENT:
Executive Office
IMMEDIATE SUPERVISOR:
Janel Engesser, Executive Assistant
LOCATION:
Headquarters (St. Paul)
HOURS/STATUS:
Full Time
FLSA STATUS:
Non-Exempt
EMPLOYEE GROUP:
USM
PROBATIONARY PERIOD:
180 Days
POSITION SUMMARY:
Under the direction of Associate Executive Staff (AES), the Receptionist/Program Assistant provides telephone support for Education Minnesota’s main phone line at the headquarters building, greets staff, members, visitors, and guests, has visitors sign-in, verifies membership, provides general information, and assists the Professional Practice, Research, and Organizing Department with various tasks. This is a highly visible position within the organization, ensuring a high level of service to members and visitors. Provides support for event setup at the headquarters building, monitors conference room bookings, and coordinates meal orders for meetings. Provides clerical support for AES employees.
Education Minnesota is a member-led labor union that has identified racial equity and social justice as primary organizational goals. All staff are expected to participate, individually and collectively, in ongoing training, discussions, and activities to advance these goals.
ESSENTIAL FUNCTIONS AND RESPONSIBILITIES:
- Answer the main telephone line for Education Minnesota and direct callers to the appropriate department or employee.
- Greet members, visitors, and guests of Education Minnesota. Have them sign-in and verify Education Minnesota membership.
- Ensure members, visitors and guests are routed to the appropriate person, meeting room, or office.
- Report safety or security concerns.
- Monitor conference room reservations and quality assurance for meeting set-up.
- Update daily events board.
- Sort incoming mail.
- Coordinate meal ordering and catering for meetings at the headquarters building.
- Provide non-confidential clerical support to AES staff, primarily in the Executive Office.
- Provide support to various departments on an “as needed” basis.
- Participate in internal and external anti-racist, LGBTQ+ trainings.
- Demonstrate a commitment to creating an inclusive space for members and staff, extending this culture of equity and inclusion into the work.
- Manage calendars for the Professional Development team.
- Answer member questions via MEA online.
- Troubleshoot issues that members have at events.
- Upload training requests into the online system.
- Work with Field Staff to ensure Professional Development implementation is successful.
- Other like or similar duties and responsibilities as assigned by the supervisor or department director.
REQUIRED KNOWLEDGE, SKILLS & ABILITIES:
- Ability to efficiently answer a multi-line telephone system.
- Ability to interpret information and relay it to the appropriate and key individual within the organization.
- Strong customer services skills.
- Ability to establish and maintain good relations with vendors.
- Excellent communication, telephone, and interpersonal skills.
- Ability to use good judgment when making quick decisions.
- Ability to work independently with little supervision.
- Ability to perform multiple functions simultaneously.
MINIMUM QUALIFICATIONS:
- High school diploma
- Two (2) years of experience providing high volume in-person and telephone support.
- Two (2) years direct customer service/guest experience.
- Two (2) years in an office support position.
- Intermediate experience with Outlook, Word, Excel, and PowerPoint.
- Proof of COVID-19 vaccination (vaccination card). If you have a medical exemption, you will be asked to provide a written waiver from your medical provider. If you have a religious objection, you will be asked to provide documentation stating your religious objection.
PREFERRED QUALIFICATIONS:
- Prior experience providing administrative support to management or executive leadership.
OTHER REQUIREMENTS:
- Some travel with overnight stays.
- Willingness to work nights and weekends as needed.
CONFIDENTIAL INFORMATION:
Maintain confidential information related to the organization, members and potential members, and staff.
WORK ENVIRONMENT:
Works in a general office environment. This position will interact with employees, vendors, members, and the general public on a somewhat regular basis. These interactions require judgment and discretion that can involve confidential information, private information and some disagreeable human interactions.
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 pounds; occasionally lift up to 75 pounds and infrequently travel by various conveyances (e.g., air, rail, auto).
CONFIDENTIAL INFORMATION:
Maintain confidential information related to the organization, members and potential members, and staff.
EDUCATION MINNESOTA IS AN EQUAL OPPORTUNITY EMPLOYER
Education Minnesota is an Equal Opportunity Employer committed to providing an inclusive environment of mutual respect where diversity is valued, supported, and celebrated to benefit applicants, employees, members, and students. Discrimination of any kind is prohibited. All employment decisions are based on qualifications, merit, job requirements and business needs. Education Minnesota strongly encourages women, BIPOC individuals, LGBTQ+ individuals, people with disabilities, immigrants, and veterans to apply.
POSTING DEADLINE: For best consideration, apply online and include a resume. This internal posting will close March 7, 2024.
