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.  The Administrative Secretary will be responsible for clerical tasks, providing administrative assistance, communication, scheduling, and delivering excellent customer service. 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: [email protected]  Questions: call 320-632-0621

JOB DESCRIPTION

TITLE: Administrative Secretary                         

SUPERVISOR: Chief Operating Officer            

DEPARTMENT: Administration

1. Description of Role:

Performs secretarial/clerical functions for the Chief Operating Office, Motherhouse Director and others as may be designated.

1. Major and Minor Tasks:
2. 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.
3. 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.
4. Regular attendance and punctuality are essential to the position. Various tasks are required to be completed at specific times.
5. Provides secretarial/clerical support for the Chief Operating Officer, Motherhouse Director and others as may be designated.
6. Prepares and distributes agenda packets, attends meetings and records minutes for designated meetings.
7. Assists various committees with administrative tasks, i.e., Car, Property, Fire/Safety, Values, and others as assigned.
8. Maintains, along with the Motherhouse Director and Hospitality Manager, the 18-month calendar.
9. 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.
10. Assist Leadership staff with administrative tasks and projects as needed.
11. Assist with coverage of the Reception office during coffee, lunch breaks and other needed times.
12. Distributes and routes correspondence and mail for designated individuals.
13. Performs other duties as assigned by supervisor.

1. 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.

1. Position Requirements:
2. Confidentiality: Maintains strict confidentiality.
3. Responsibility: Performs secretarial/clerical functions for designated individuals/departments. Extends friendly, cooperative impression to Sisters, visitors, and personnel.
4. 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.
5. 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.
6. Worker Characteristics: High degree of accuracy required in performing required tasks. Proofreading skills are required.

1. Performance Requirements:
2. Physical Demands: Sits at desk most of day. Handles office equipment and 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.
3. 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.
4. Hazards and Risks: Some undesirable noise. No serious hazards or risks. Moderate degree of tension. Subject to paper cuts and bruises.

1. Non-Performance Requirements:

Promotion from: No formal line of promotion.

Promotion to: No formal line of promotion.

Workers Supervised: None.

1. Scope:

The above descriptions generally reflect the guidelines necessary to define the primary functions of the position.  The above statements shall not be construed as a detailed description of all the work requirements that may be required for the position.