Number of Openings: 1

Location: Grand Rapids, MN

Arrangement: In-Person

Job Summary

Responsible for assisting the Director of Human Resources and other Administrative Department staff in all clerical functions of the Department, including data entry, purchasing, coding of invoices, assisting in the updating of calendars and forms, meeting and training set up, travel arrangements, and taking of minutes. Assist in social media and outreach campaigns. Assist in the coordination of Board of Director activities including compiling of packets for members and record keeping.

Application for Employment

Job Posting Information

Qualifications

  • Minimum: High School Diploma and additional training
  • Preferred: Associates or Two Year Degree in Related Field
  • More than 1 year office experience.
  • Experience working MS Word, Excel, and other software.
  • Non-Profit experience preferred.
  • Background Study Clearance

Schedule/Location

  • Daytime weekday shift- no nights, weekends, or holiday shifts.
  • 32-40 Hours/Week
  • Grand Rapids, MN

 Compensation

  • Entry Wage of $18.89/hour
  • Wage Scale of $18.89 to $27.15
  • Scheduled Raises & Cost of Living Allowances

 Benefits

  • Generous Paid-Time-Off (PTO) Package + 14 Paid Holidays/year
  • Medical, Dental, Vision, Life & Disability Insurances,
  • Health Savings Account & Flexible Spending Account options.
  • Retirement Plan with option for employer contribution
  • Tuition Assistance opportunities & Loan Forgiveness qualifying credit
  • Many Training and Professional Development opportunities.

Job Description

Qualifications

  • Education:
    o Minimum: High School Diploma
    o Preferred: AS Degree in Related Field
  • Experience:
    o More than 1 year office experience
    o Non-Profit experience preferred
    o Experience working with MS Word, Excel, and other software.
  • Authorization:
    o Background Study
  • Skills
    • Ability to proficiently operate copy/fax machines, telephone, and computers and software, including email, spreadsheets and word processing.
    • Excellent oral and written communication skills.
    • Ability to manage time that results in both a satisfactory quantity and quality of work.
  • Abilities
    • 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 deadline requests that may prove stressful.
    • Must be able to work flexible hours as needed in order to meet the needs of the clients.
    • Attend trainings, classes, and meetings as necessary to improve job skills and maintain an acceptable level of job performance.

Primary Duties & Responsibilities

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

Area 1: Administrative Support

  • Provide accurate clerical and secretarial assistance to staff (photocopying, typing, filing, mailings, general errands, etc.) Operate PC to type office correspondence and other agency documents, including but not limited to, letters, forms, minutes, grants, Excel spreadsheets, lease agreements, brochures, projects, etc.
  • Use office equipment and technology to create and maintain department documents, including but not limited to correspondence, letters, forms, minutes, Excel spreadsheets, etc.
  • Assist in the updating of calendars and forms for department operations.
  • Assist in the entering of information into data systems.
  • Assist in management of phone calls, voicemails, e-mails, and public website submissions. Provide support and or referrals as appropriate.
  • Maintain Agency contact listings and distribute.
  • Complete travel arrangements for staff, including flights, hotels, ground transportation, event registration, etc.
  • Run general errands, such as picking up/dropping off documents, supplies, packages and mailing, etc.
  • Work with department staff within the office to cross-train and serve as backup in a variety of areas within the Department.
  • Assist in planning and implementation of Agency events as needed.

 Area 2: Human Resources

  • Assist in maintaining accurate agency personnel filing system.
  • Assist in creation of job postings and advertising of vacant positions.
  • Compile applications and enter into tracking spreadsheets.
  • Coordinate interviews for vacant positions.
  • Assist in creation of job offer packets.
  • Assist in creation and distribution of Safety and Training Materials and handouts.
  • Assist in the coordination of Board of Director activities including compiling of packets for members and record keeping.

Area 3: Payroll

  • Enter New Hires, staffing changes, and employee benefit elections into ADP system.
  • Enter benefit elections on carrier websites, and assist with coordinating of corrections.
  • Assist Fiscal staff in the processing of semi-monthly payroll.

Job Factors

Supervision of Others: 

  • Not responsible for supervision of others.

Safety of Others

  • Minimal responsibility for the safety of others. Probability of injury to self or others is remote.

Contacts

  • Contact is within own department, and with other departments, clients, vendors, or the public.

Physical Demand

  • Must be able to lift 25 pounds
  • Requires sitting, standing, bending, stooping and reaching.

Travel

  • Must have access to reliable transportation.
  • Must have valid driver’s license and current auto insurance coverage in compliance with Minnesota State guidelines on any vehicle used for work related travel.
  • Travel for completion of job duties, trainings and meetings as required.
  • Must be accessible by phone.

General Agency Requirements

Professionalism:

  • Maintain positive work atmosphere by behaving and communicating in a manner that fosters good relations with clients, customers, co-workers, providers, volunteers, and supervisors.
  • Treat clients, co-workers, and the public in a respectful and courteous manner at all times.
  • Continue to develop skills and abilities.

Community Representation:

  • Represent KOOTASCA Community Action, Inc. in a positive manner.
  • Adhere to the Community Action Code of Ethics.
  • Seek to understand poverty and the barriers faced by community members.

Confidentiality:

  • Maintain confidentiality of agency, program, and client information.

KOOTASCA Community Action is an Equal Opportunity (EEO) and Affirmative Action (AA) Employer. We recruit, select, hire, place, transfer, promote, demote, layoff, discipline, terminate, recall, compensate, and train without regard to race, religion, creed, color, national origin, age, gender, gender identity, sex, sexual orientation, familial status, disability, veteran status, status with regard to public assistance, membership or activity in a local human rights commission, or any other basis protected by applicable laws, directives, and regulations of federal, state, and local governing bodies or agencies. We will provide reasonable accommodation to applicants and employees with disabilities whenever possible.