Administrative Assistant
Generating Careers - Empowering Lifestyles
With Great Opportunities and Benefits
Administrative Assistant
Minnkota Power Cooperative is seeking qualified candidates for the position of Administrative Assistant to p erform a wide range of specialized administrative/office support activities. Must be able to multi-task in a fast-paced environment while maintaining varied and complex schedules.
Position requires an Administrative Assistant Associates Degree. Minimum three years of experience in an administrative role. Experience in MS Office applications, specifically Word, Excel, Outlook and PowerPoint.
Minnkota Power Cooperative is an EEO/AAP/Female/Minority/Disabled/Vets Employer
Essential Responsibilities
- Office Administration
- Perform varied administrative duties related to department, to include filing and preparation of documents, photocopies and printed materials
- Compile and/or integrate information needed to complete reports, documents and correspondence
- Review documents to ensure accuracy and quality, and revise as needed
- Handle sensitive information with the highest degree of integrity and confidentiality
- Schedule and manage all travel arrangements and conference registration for department
- Coordinate with Human Resources on new employee orientation, employee set up and on-boarding
- Manage office documents in accordance with records management procedures
- Coordinate and manage department supply needs within overall supply management structure
- Manage office supplies for production areas
- Maintain calendars in Outlook
- Meeting/Event Coordination
- Schedule meetings for the employees as requested
- Request support from Buildings & Grounds for room setup needs
- Request support from IT and Communications for technology needs
- Reserve meeting space and coordinate catering and supplies if needed
- Assist with Corporate Events such as the Annual Meeting
- Provide Financial Assistance/Support
- Utilize company credit card for departmental purchases both online and in store
- Code expenses in accordance with correct account number and/or work order number
- Maintain credit card and submit monthly credit card statements in Oracle
- Work with employees on time entry and per diem management as necessary
- Department Resource
- Perform other duties as needed by individual departments
- Provide backup for all other administrative assistants as required
- Whenever required, support other departments as needed
- Customer Service
- Provide back-up assistance for front desk receptionist
- Greet visiting employees, guests and vendors to the organization/department
- Log in visitors and issue guest badges for entrance in to secured areas
- Answer incoming calls and facilitate handling of requests for information
- Evaluate calls in terms of importance and use independent judgment to take action on call
- Receive and sort incoming mail, faxes and deliveries for distribution and coordinate outgoing mail with mail services
- Manage schedules for employees and coordinate with receptionist as appropriate
Organizational Competencies
- Safety
- Integrity
- Teamwork
- Innovation
- Reliability
Job Competencies
- Action Oriented
- Decision Quality
- Flexibility and Adaptability
- Priority Setting
- Problem Solving
Goals and Objectives
An employee filling this role is expected to meet changing and unique goals and objectives, as established by their supervisor, related to the broader area in which the employee is assigned.
Job Qualification Standards
Education and Training
- Position requires at least an Administrative Assistant Associates degree or equivalent experience.
- Must maintain a valid driver's license.
Experience
- Minimum three years' experience in an administrative role.
- Experience in MS Office applications, specifically Word, Excel, Outlook and PowerPoint.
- Ability to manage multiple tasks/projects and deadlines simultaneously with attention to detail.
- Excellent verbal and written communication and grammatical skills.
- Must be comfortable working with people of all levels.
Physical and Mental Demands
The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of the position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Physical demands: While performing the duties of this position, the incumbent is primarily required to sit, stand, walk, stoop, bend and frequently utilize a keyboard/computer. Specific vision abilities include close vision, peripheral vision, depth perception and the ability to adjust focus.
Mental demands: While performing the duties of this position, the incumbent will be required to problem solve, read, write and analyze data, work under schedules and deadline pressure, present information to others, work independently and use discretion and judgment for confidential or sensitive projects/issues.
Work Environment: While performing the duties of this position, the employee is exposed to an office environment indoors, and will travel outdoors to multiple locations dependent on work.