St. Louis County Historical Society seeks applicants for its full-time Administrative Assistant position. The starting salary is $37,440 - $39,520, plus benefits. Strong writing and organizational skills required. Basic math skills are also necessary.
Please submit your resume and cover letter by March 18, 2024. Hard copies are preferred.
Send cover letter and résumé to;
St. Louis County Historical Society
ATTN; R L Hein
506 West Michigan Street
Duluth, MN 55802-1505
Or send to;
See the job description below for details.
Job Description
Position Title: Administrative Assistant
Reports To: Executive Director
Description Valid As Of: March 2024
Job Type: Exempt Full-time
Starting Salary: $37,440 - $39,520
Provides assistance to the Executive Director in a wide range of areas, including varied and complex office duties. Position requires regular communications with county and other levels of government, Society staff, building management, organizations within the Depot building (St. Louis County Heritage & Arts Center), contractors, donors and members of the public. Other duties are performed as needed and/or requested, to help ensure smooth organizational functioning. The responsibilities require significant use of independent judgment and initiative within established policy and procedural guidelines. The position requires continued learning of the interrelated functioning of all areas of the organization in order to provide capable and informed assistance to the Executive Director.
The position reports solely to the Executive Director.
ESSENTIAL DUTIES AND RESPONSIBILITIES
Helps foster collaborative working environment with staff, contracted staff, board president, board and committee members, affiliated historical organizations, county commissioners and other government employees, building management, organizations within the Depot, Society membership and the general public by representing the organization and the Executive Director.
Position works to create a welcoming and productive environment, which requires extensive and effective communication skills. Position produces external and internal communications; some are independently generated and some are created collaboratively with the Executive Director.
Schedules and coordinates meetings, as directed. Position may be asked to represent the interests of the Executive Director and the Society.
Takes, transcribes, and distributes minutes and notes at board, committee and task force meetings (Except for Veterans related meetings), as requested.
Serves as contact person/coordinator for other projects as needed and assigned by Executive Director.
Contributes and collects data that is needed to produce the Society’s Annual Report.
Assists Executive Director as requested with grant request preparation, documentation, and follow-up.
Makes bank deposits and updates certain financial records.
Responsible for maintaining sales inventory. Handles all aspects of in-person sales. Tracks and completes order fulfillment of online sales.
Works cooperatively with Manager of Administrative to orders supplies.
Generates thank you letters to donors.
Opens, and distributes mail on a daily basis to Manager of Administrative Services, Executive Director and other staff.
Maintains, updates, and oversees and revises, as necessary, all administrative operations records/files, in conjunction with the Manager of Administrative Services.
Helps out with events, as needed, or as part of a team.
Responds to requests for assistance: phone, e-mail and walk-in and refers to further resources as needed.
Provides editing assistance to staff, as needed.
Assists Executive Director and organization in other activities, as needed, not specifically listed here.
Tentative:
Organizes a History Speakers Program, similar to History in a Pint, but have an emphasis on local history; this could include some collaboration with neighboring counties like Douglas County.
EDUCATION/EXPERIENCE/QUALIFICATIONS
Excellent written and oral communication skills are essential. Must possess the ability to competently and confidently edit and originate a wide variety of documents, publications and reports.
A Bachelor’s degree is preferred. Two years minimum relevant experience is required. Significant related experience can be substituted for degree at the discretion of Executive Director.
Basic math skills are essential.
Proficient in Microsoft Office Suite or Office 365. Experience developing publications, flyers and newsletters is preferred.
Ability to prioritize and process multiple tasks of widely varying scope and content is required.
Must be detail-oriented.