Field Office Assistant - MSCF #2024-06

POSITION TITLE:                              

Field Office Assistant - MSCF

JOB POSTING #:                                       

2024-06

DEPARTMENT:                                  

Field Services

IMMEDIATE SUPERVISOR:             

Associate Executive Staff – MSCF

EMPLOYEE GROUP:                         

United Staff of Minnesota

LOCATION:                                        

St Paul

PROBATIONARY PERIOD:               

Nine (9) months

FLSA/GRADE LEVEL:                       

Non-exempt

POSITION SUMMARY:

Under the direction of the Director of Field Services and the supervision of the Associate Executive Staff/MSCF, the Field Office Assistant’s primary responsibility is to provide a full range of support services (membership processing, logistics, administrative office support, event management, member communications, etc.) to Education Minnesota Field staff and Minnesota State College Faculty (MSCF) leaders. This position serves as an initial contact for members of the organization.

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:

• Provide administrative support for Education Minnesota Field staff assigned to MSCF staff and the MSCF affiliate.
• Maintain MSCF membership and dues data, update membership records, and prepare bi-weekly payroll deductions reports and monthly statewide membership rosters.
• Facilitate a variety of communications with field staff, statewide leadership and members to ensure internal and external information is appropriately and confidentially handled.
• Produce, format, edit, and distribute documents (including but not limited to memos, member online communications, letters, forms, reports and agendas).
• Provide quality customer service for MSCF members by assessing, prioritizing, and distributing phone calls, e-mails, questions and/or concerns to appropriate staff or MSCF leaders.
• Prepare and distribute membership mailings, new member packets, and membership materials.
• Assist in meeting and event planning for MSCF leadership meetings, the annual Delegate Assembly, Board of Directors meetings and retreats, state committees and task forces. Serve as an organizational liaison to various vendors supporting these events.
• Coordinate special projects assigned by Field staff or MSCF leadership.
• Provide support for MSCF statewide elections, maintain voter rosters and provide support for contract ratification voting processes.
• Prepare and distribute annual list of committees and task forces; create and maintain email distribution lists.
• Provide website support for members and assist new users.
• Other job-related duties of a like or similar nature as assigned.

REQUIRED KNOWLEDGE, SKILLS & ABILITIES:

• Accurate typing, transcribing, and computer skills.
• Good public relations, communications, telephone, and personal skills.
• Ability to perform work well under pressure and deadlines.
• Ability to understand and effectively carry out complex oral and written directions.
• Recordkeeping and organizational skills.
• Knowledge of good workflow, capable of quick change from project to project.
• Problem solving ability.
• Ability to organize, prioritize, and work independently in accomplishing objectives, goals and meeting numerous deadlines.
• Foresight and initiative to manage a cyclical workflow.
• Ability to use or learn online meeting platforms.

MINIMUM QUALIFICATIONS:

• High School Diploma or GED
• Three (3) years related work experience
• 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:

• An associate’s degree in a related field
• Experience working in public education or unions
• Intermediate level of skill with Excel

CONFIDENTIAL INFORMATION:

Maintain confidential information related to the organization, members and potential members, and staff.

MACHINES AND/OR TOOLS OPERATED:

• Personal computer
• Word processing, spreadsheet, and database software
• Internet and browser software
• Smartphone

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 5 pounds; occasionally lift up to 25 pounds and infrequently travel by various conveyances (e.g., air, rail, auto).

OTHER REQUIREMENTS:

Willingness to work overtime (including nights and weekends) as needed.

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.