Administrative Assistant Minnesota State Community and Technical College Office & Admin Specialist Int 206: AFSCME - Clerical and Office MSTA - Moorhead Campus Non Job Exempt Full time Classified - Unlimited $20.45 - $28.79

• Customer Service. On a daily basis, live the mission, vision and values of M State to ensure a positive experience for all students and stakeholders. Service to M State students and stakeholders is a core component of the position and work responsibilities.
• Internal and external customer service. Enter and maintain class scheduling, participant registration, and issue certificates of attendance for CDL and other assigned areas for credit & hour-based courses. Enter student’s personal and class registration information, such as course information, transfer credits, grades, and graduation information for Corporate Credit. Print transcripts, end-date students, and maintain correct file information. Implement office procedures to prioritize and coordinate the office workflow and provide input relating to the development of new office procedures and/or revision of existing office procedures. Promote short term credit and non-credit hour training and answer procedural and scheduling program questions with effective verbal and written communication. Mail specified information to potential clients, companies, individuals, and technical college personnel via direct mail as well as electronic methods. Create, type, proof, edit, and print memos, letters, reports, and program brochures as needed. Create and update registration lists and class waiting list for vacancies. Notify students, instructors, and college staff of class cancellations. Arrange classrooms, equipment, equipment delivery, and material setups for individual training sessions. Answer department telephones and provide assistance to the caller. Type, proof, edit and print consulting contracts/training proposals, client contracts, and curriculum using various software for word processing, databases, accounting, and networking. Establish and maintain databases to support contracts, grants, and client contact records/history. Assist new and existing OSE team members with department procedures and equipment usage.
• Coordinate administrative and staff functions for contract training. Schedule classrooms, audiovisual equipment, and other items as needed. Monitor supply inventory and books for departmental operations. Enter letters, contract agreements, instructor employment agreements, faculty assignments, memos, course outlines, syllabi, class attendance lists, invoice notice forms, and other educational information using multiple software systems. Assemble instructor packet handout materials, books, evaluation forms, and related class materials for individual training sessions. Arrange travel accommodation for directors, managers, coordinators, instructors, and consultants as needed. Work with the OSE Marketing and Communication team to create basic to mid-level marketing materials for products and services. Arrange department meetings.
• Business office liaison. Select and assign correct cost center budget codes for accounts receivable and accounts payable. Audit invoice copies and timesheets for correct cost centers and information. Research vendors’ prices and generate purchase orders for equipment, supplies, and books. Compile monthly accounts receivable and public revenue submittal reports.
• Accurate record keeping. Maintain accurate course registration rosters. Utilize and manipulate databases to generate reports for general and targeted clients including individuals, organizations, and Minnesota State Colleges and Universities. Organize and maintain automated and manual filing systems. Create and generate department and grant reports as needed. Compile and create summaries of surveys, evaluations, and needs assessment data.
• Perform other duties as assigned to ensure the smooth functioning of the department and maintain the reputation of the organization as a viable business partner. Must be able to travel to meetings.

• Customer service practices and principles sufficient to identify each customer’s needs, meet quality standards for services, that result in customer satisfaction with an ability to answer questions politely via phone, email, and other written or electronic correspondence.
• Word Processing sufficient to use software to prepare, edit, and finalize emails, memos, reports, and/or other documents and types of written communication that are grammatically correct, in proper format, and free of spelling errors.
• Accounting/budgeting/expense reporting sufficient to reconcile differences between invoices, receipts and purchase orders, and assess needs based on data and events affecting the account.
• Data entry procedures and systems, such as Microsoft Office, with skills sufficient to maintain accurate records and reports, receive and review source documents, compare documents to database information, and edit documents. Type/keyboard a variety of documents accurately at (50 wpm).
• Skill in math sufficient to calculate, review and reconcile financial data and balance accounts and calculate totals, averages, and percentages of numbers and/or data.
• Possession of an active, valid, and applicable Class D (basic) driver’s license with the ability to maintain an active, valid, and applicable Class D (basic) driver’s license.
• Work in a seated or standing position for extended periods of time. Use a keyboard for extended periods of time which may include repetitive motion. Move and/or transport items weighing up to 25 pounds on a regular basis.

• A proven and effective track record with exemplary organizational and interpersonal skills.
• Experience in a work environment with constant interruptions and the ability to adjust and prioritize tasks and responsibilities.
• Experience with maintaining strict confidentiality.
• Experience with setting up training initiatives, recommending educational opportunities to potential students, clients, etc., and advising in areas of expertise to potential instructors/consultants, etc.
• Prior leadership experience working with staff, students, clients, etc.
• Experience working independently to manage time and responsibilities.

12-23-2024 11-05-2024 11-20-2024 Jess Blomquist eo6803rp@minnstate.edu