“West Central MN Communities Action, Inc., a resource agency, is dedicated

to reducing the effects of poverty and helping people achieve self-sufficiency,

and improving the quality of rural life.”

Employee Name / Division
Administration
Job Title / Job Classification Code / FLSA Status
Admin Assistant – Front Desk / Grade 4 / Nonexempt
Reports to: / FTE
Administrative Assistant Supervisor / Full-time
Employee’s Signature / Date
Supervisor’s Signature / Date

PRIMARY FUNCTIONS

  • Assist the CEO, CFO and Administrative Assistant in the day-to-day operations of Administration
  • Provide first-line response to clients

AGENCY EXPECTATIONS

  • Adhere to Agency policies and procedures.
  • Acts as a role model within and outside the Agency.
  • Provide friendly, responsive service to the public, community organizations and to those we serve.
  • With a respectful and positive attitude, work with low-income individuals and families with diverse backgrounds.
  • Support, develop and maintain productive relationships required to carry out job activities.
  • Demonstrate flexible and efficient time management.
  • Maintain the security and confidentiality of all records and interpersonal interactions.
  • Serve as an advocate.
  • Work effectively and cooperatively with community partners and co-workers.
  • Participate in Agency-wide and program events.

QUALIFICATIONS

Minimum

  • Associates degree in Office Management or a secretarial program required
  • 1-3 years of clerical experience
  • Thorough knowledge of Microsoft Office applications
  • Knowledge of filing and other standard general office procedures
  • Ability to follow oral and written directions
  • Ability to work with the public
  • Ability to accurately type 45 wpm
  • Ability to use multiple-line telephone system
  • Proof of valid driver’s license and current/adequate vehicle insurance coverage

Preferred

  • Demonstrated understanding of diverse backgrounds and cultures

REPORTING TO THIS POSITION ARE:

None

ESSENTIAL FUNCTIONS

  1. Management of Front Desk Operations:
  1. Answer telephone, distribute mail, post outgoing mail, and make copies
  2. Receive clients and the general public and refer them to appropriate personnel
  3. Retrieve/locate information requested by clients
  4. Coordinate efforts in maintenance of office equipment
  5. Filing, data entry, copies, typing correspondence
  6. Maintain Agency brochures, annual report / calendar, flipcharts, front desk power point TV info
  1. Clerical Support of State-wide FAIM Director and backup for other staff:
  1. Assist in filing
  2. Type correspondence, reports, minutes, and other materials
  3. Data entry of participant applications
  4. Assist facilitator with Coordinator meetings, 4-6 times per year
  5. Special mailings
  6. Telephone
  7. Copies
  8. Assist Director in all stages from applications to final payout
  9. Update and maintain program website
  1. Support for CFO:
  1. Accept cash and checks and prepare for deposit
  2. Set up and run agency checks
  3. Responsible for ordering, tracking, receiving and distributions of supplies
  1. Support for CEO:
  1. Send out job applications; job descriptions;and log in applications
  2. Compile orientation packets
  3. Responsible for correspondence with applicants regarding job applications
  4. Assure discretion and sensitivity to confidential materials
  1. Keep immediate supervisor informed of all problems, unusual or extraordinary matters of significance coming to his/her attention, so that prompt corrective action can be taken as needed.
  1. Perform other duties and responsibilities as assigned by supervisors. Handle special administrative projects as well as overflow work from other departments and management team.

AMERICANS WITH DISABILITY SPECIFICATIONS

Physical demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  • While performing the duties of this job, the employee is occasionally required to stand; walk; sit; use hands to finger, handle or feel objects, tools or controls; each with hands and arms; climb stairs; balance, stoop, kneel, crouch or crawl; talk or hear; taste or smell.
  • The employee must occasionally lift and/or move up to 10 pounds.
  • Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

Work Environment: Work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually moderate.