Associate, Administrative Services - St. Paul, MN

Opening Date: September 6, 2011
City: St. Paul
State Minnesota
Association: American Lung Association of the Upper Midwest

Responsibilities:

The Administrative Services Associate provides reception, administrative and secretarial support to staff in the St. Paul, Minnesota office. Projecting a positive image of the American Lung Association of the Upper Midwest to visitors and callers is essential.

This individual will be expected to accurately manage the databases. Prompt response time and a positive and helpful attitude are crucial. This person will maintain a friendly and respectful response to callers and visitors. Other important factors include accuracy in taking messages and confidentiality.

WORK DUTIES MAY INCLUDE, BUT ARE NOT LIMITED TO:

  • Professionally administer all incoming calls, determine purpose of callers and forward to appropriate personnel or program. Maintain general voicemail account by retrieving messages and forward to appropriate staff member.
  • Assist staff members with data entry functions utilizing Datatrack and Convio to enter and maintain records for mission and/or development activities.
  • Welcome on-site visitors, determine nature of business and announce visitor to appropriate staff member(s).
  • Promptly process requests for information and materials.
  • Process incoming and outgoing mail and shipments including regular postal mail and UPS/FEDEX.
  • Reconcile monthly petty cash account.
  • Maintain inventory of office supplies/materials and order as necessary/ completing invoice process/reconciliations with the Account Department.
  • Assist, as needed, in preparations for meetings and events by coordinating supplies and provide administrative support for mission and/or development activities, including on-site when necessary.
  • Maintain office/conference room calendars.

  • Complete entry of cash receipts, prepare bank deposits and deliver to bank, execute money-handling procedures as established by the Accounting Department and site management.

Other duties will be assigned by management such as special events and volunteer coordination.

Qualifications:

  • Prior customer service experience including telephone handling skills with multi-line telephone system.
  • Excellent communication skills to effectively communicate with co-workers, professionals & general public.
  • Excellent time management and organizational skills.
  • Proficient with Microsoft Office programs, and general computer skills including internet/email programs.
  • Data entry experience
  • Experience using general office equipment including calculator and photocopier.
  • Knowledge of teamwork/internal partnerships
  • Initiative, versatility and self-management

General Qualifications

  • Abstain from use of tobacco in any form
  • Accurate, punctual, dependable, and have ability to work independently and in a team-oriented environment
  • Ability to work occasional evenings and weekends on an as needed basis

Physical and Mental Requirements

  • Ability to work under time deadlines
  • Ability to handle several projects at once
  • Ability to sit at a desk for prolonged periods of time
  • Ability to reach, stretch and stoop to reach supplies/inventory from shelves, cabinets, etc.
  • Ability to move about the office building
  • Ability to lift and carry up to 20 lbs. and move it up to 50 feet (supplies/literature)

This position description in no way states or implies that these are the only duties to be performed by the job holder.  He/she will be required to follow any other instructions or perform other duties as requested by his/her supervisor/manger or any member of senior management.   This is not meant to be an exhaustive list of job duties.  Essential elements may change when necessary.

Application Procedure:

To apply send cover letter and resume to:        
Human Resources
American Lung Association of the Upper Midwest
3000 Kelly Lane, Springfield, IL  62711
hr@lungum.org
217-241-3573 – fax