About Valley Outreach: Everybody needs help sometimes. Valley Outreach offers people a wide range of support – whether they need food, clothing, or help navigating resources during challenging times. Our programs include a food shelf, a clothing program, and client support services. Volunteers, donors, and other community partners are critical to the success of the mission of Valley Outreach. When we work together, we can help neighbors find a place of stability.

Position Summary: We are seeking an Administrative Assistant who excels in customer service to manage our front desk, welcoming volunteers, donors, clients, and community members. Key responsibilities include answering a multi-line phone system, overseeing multiple info inboxes, and performing various clerical duties. The role also involves supporting basic bookkeeping tasks and maintaining financial records. Additionally, the Administrative Assistant will manage calendars, schedule appointments, coordinate meetings, and order office supplies. Strong organizational skills are essential for maintaining tidy and efficient filing systems, both physical and electronic.

Valley Outreach offers a competitive benefits package that includes Medical/Dental/Vision insurance as well as Short Term Disability, a Simple IRA, a Flexible Spending Account, and Employee Assistance Program.

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Essential Duties & Responsibilities: The Administrative Assistant will manage our front desk, providing excellent customer service to all visitors. Responsibilities include handling a multi-line phone system, performing various clerical tasks, and supporting basic bookkeeping. The role also involves managing calendars, scheduling appointments, coordinating meetings, and maintaining organized filing systems.

Front Desk Management:

• Greet all those who enter Valley Outreach
• Answer & route calls through a multi-line phone system
• Address inquiries & provide information (in person or on phone)
• Assist clients in appointment scheduling via phone calls, in-person, or email
• Keep the front desk and surrounding areas tidy

Administrative Support:

• Administrative tasks as necessary including copying, scanning, faxing, printing labels, shredding, monitoring supplies, and special projects as assigned
• Update administrative documents
• Order office and general building supplies
• Maintain organized filing systems, both physical and electronic
• Prepare and edit correspondence, reports, and presentations

Meeting and Calendar Support:

• Manage calendars and schedule appointments for key individuals
• Coordinate meetings and events, including logistics and preparation of materials

Basic Bookkeeping Support:

• Financial transaction data entry
• Deposit preparation support

Staff Engagement and Communications:

• Maintain consistent communication with your team and colleagues through email, team meetings and larger staff meetings

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Expectations and Work Experience:

• Proven experience as an administrative assistant or in a similar role
• Strong proficiency in Microsoft Office Suite (Word, Excel, Outlook)
• QuickBooks experience highly preferred
• Excellent customer service, communication, and interpersonal skills
• Commitment to racial equity and social justice and willingness to be actively engaged in ongoing equity work
• Ability to prioritize tasks and manage time effectively
• Attention to detail and accuracy in all work
• Discretion and professionalism when handling confidential information
• Ability to work independently with minimal supervision
• Previous experience working in a nonprofit organization
• Familiarity with nonprofit operations and terminology
• Some evenings required

Physical Requirements:

• Ability to consistently perform the essential job functions safely and successfully with the ADA and other federal, state and local standards, including meeting qualitative and/or quantitative productivity standards.
• Ability to maintain regular, punctual attendance.
• Work is largely sedentary, but does require some lifting of up to 35 lbs.
• Must be able to talk, listen, and speak clearly on the telephone.

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To apply for this position: Forward your resume and cover letter to jobs@valleyoutreachmn.org and place Administrative Assistant in the subject line. The process will include:

• Review of information from all interested parties. Be sure to give us your phone number and email so we can contact you.
• A phone screening conversation will be set up with those candidates who most closely meet the requirements of the position.
• Several candidates will be invited to an in-person conversation regarding the position.
• If needed, a second in-person conversation will be scheduled.

Job Type: Full-time

Pay: $18.50 - $20.50 per hour

Benefits:

• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Experience:

• Customer service: 1 year (Preferred)

Ability to Commute:

• Stillwater, MN 55082 (Required)

Ability to Relocate:

• Stillwater, MN 55082: Relocate before starting work (Required)

Work Location: In person