Administrative Secretary
Administrative Secretary
Franciscan Sisters, Little Falls, MN, have an opening for a full-time Administrative Secretary; Monday – Friday, 8 am – 4:30 p.m. Prepares reports, agendas, minutes, correspondence, posters, and power point presentations. Maintains sensitive and confidential files, records, and information. Position requires ability to communicate effectively in verbal and written form; attention to detail, creativity in preparing presentations/posters, working in a multi-tasking environment, composing, typing, proofing materials, and establishing priorities. Must be proficient with MS Office software; 3-5 years secretarial experience.
Benefits include vacation, sick, holiday pay; 403(b); health, dental, life and vision insurance; free membership to St. Francis Health & Wellness.
To apply: submit a cover letter and resume to Human Resources, Franciscan Sisters, 116 8 Ave SE, Little Falls, MN 56345, or email to: amys@fslf.org
JOB DESCRIPTION
TITLE: Administrative Secretary
SUPERVISOR: Chief Operating Officer
DEPARTMENT: Administration
A. Description of Role:
Performs secretarial/clerical functions for the Chief Operating Office, Motherhouse Director and others as may be designated.
B. Major and Minor Tasks:
- Knows and demonstrates the Franciscan values of Respect, Open Communication, Hospitality and Compassion, while performing all job functions. Demonstrates values with other staff, volunteers, clients, and visitors.
- Upholds and fulfills mission and philosophy of Franciscan Sisters of Little Falls in all areas of communications and public relations, whether written, spoken or observed.
- Regular attendance and punctuality are essential to the position. Various tasks are required to be completed at specific times.
- Provides secretarial/clerical support for the Chief Operating Officer, Motherhouse Director and others as may be designated.
- Prepares and distributes agenda packets, attends meetings and records minutes for designated meetings.
- Assists various committees with administrative tasks, i.e., Car, Property, Fire/Safety, Values, and others as assigned.
- Maintains, along with the Motherhouse Director and Hospitality Manager, the 18-month calendar.
- Responsible for the maintenance and updating of the master tracking list and Safety Data Sheets regarding the inventory of all products/chemicals for the Motherhouse campus departments.
- Assist Leadership staff with administrative tasks and projects as needed.
- Assist with coverage of the Reception office during coffee, lunch breaks and other needed times.
- Distributes and routes correspondence and mail for designated individuals.
- Performs other duties as assigned by supervisor.
C. Education and Training:
Graduation from high school or equivalent required. Three to five years’ experience as secretary is required. Graduation from or certified completion of an administrative support/secretarial program from a technical college is preferred. Proficient with MS Office software required.
D. Position Requirements:
- Confidentiality: Maintains strict confidentiality.
- Responsibility: Performs secretarial/clerical functions for designated individuals/departments. Extends friendly, cooperative impression to Sisters, visitors, and personnel.
- Knowledge and Skills: Proficient with rules of spelling, grammar, and punctuation. Ability to use Windows computers, printers, duplicating equipment efficiently and effectively. Good oral communication skills are required.
- Mental Application: Close attention to details and accuracy. Use of independent judgment following established guidelines/practices. Ability to prioritize work, manage multiple priorities, meet deadlines, work with interruptions and stay calm under pressure is necessary.
- Worker Characteristics: High degree of accuracy required in performing required tasks. Proofreading skills are required.
- Performance Requirements:
- Physical Demands: Sits at desk most of day. Handles office equipment and supplies. Walks short distances. May stoop or bend to file. Works in clean, well-lighted office. Must be able to safely lift 25 pounds using good body mechanics.
- Aptitudes: Adept at screening calls and visitors. Requires good memory for detail and ability to concentrate on many things in a short span of time. Motor coordination is necessary to operate office machines, handling supplies and filing.
- Hazards and Risks: Some undesirable noise. No serious hazards or risks. Moderate degree of tension. Subject to paper cuts and bruises.
- Non-Performance Requirements:
Promotion to: No formal line of promotion.
Workers Supervised: None.
- Scope:
