Job Description

To provide prompt and courteous customer service to member cities, callers, and visitors to the League of Minnesota Cities (LMC) in a manner that projects a favorable image of the organization. Perform a variety of supportive services, including answering phones, copying, mail distribution, bulk mailing services, document scanning and update and maintain accurate information in the membership database.  Provide administrative support as requested and maintain a high level of confidentiality. Provides back-up to other departments as needed.

Salary :  $25.54 - $30.64 Hourly

Benefits: The League of Minnesota Cities offers a comprehensive benefits package that includes health and dental insurance, employer-paid basic life insurance, long-term disability coverage, three-weeks paid parental leave, a contribution match to 457 plans, participation in the PERA public pension plan, and 12 paid holidays. Additional benefits include voluntary supplemental life insurance, spouse and dependent life insurance, and short-term disability coverage. 

Essential Job Duties

Front Desk

• Responsible for welcoming and monitoring members and visitors in the building.  
• Determines needs of callers and visitors and directs them to the best resource to meet those needs. 
• Assists with maintaining the integrity of the data entered in the central member database, including verbal and written correspondence with members to obtain complete and accurate membership data.
• Routes incoming items such as deliveries and correspondence to the appropriate recipient.
• Reviews city job ads for posting specifications and posts ads to the city ads web page.
• Provides AV, conference room reservations, and other technology assistance for Member Center.
• Maintain a clean and welcoming atmosphere in the Member Center by ensuring room is clean of clutter, coffee is readily available and placing used cups in the dishwasher.
• Monitors security camera systems and provide support in the building as needed.

Office Services

• Provides support with administrative tasks and special projects, including but not limited to, formatting memos and related materials for various printed materials on the League website (including tagging, linking, checking hyperlinks, citations, etc.), assisting with PowerPoint presentation creation and editing, Excel spreadsheets, document formatting, file creation, data entry, attending meetings and minute taking, scheduling meetings, and communicating with members as needed.
• Troubleshoots issues related to online system access for members.
• Provides back-up support to other departments as assigned or as needed due to staff absences.
• Opens, sorts, and distributes incoming mail and packages.  
• Collects and prepares outgoing mail and coordinates delivery to mail sort facility.
• Prepares copying projects including medical records, legal briefs, and training materials.
• Prepares, scans, indexes, and verifies documents using the Laserfiche document management system. 
• Operates various office machines including copiers, folder, binding equipment, and paper cutter.  
• Maintain supply inventory levels, and coordinates service repair work as needed.
• Monitors fund balances and requests funds from Finance for the permit and postage due accounts.
• Assists, as needed, at League trainings and conferences with registration set up or other staffing needs.
• Utilizes League systems, performs maintenance to several online databases, electronic files, research library maintenance, and other tools to track inquiries, responses, training, and other member services.
• Keeps the Office Services Manager informed of large projects or issues in meeting timelines.

Core qualifications & Desirables

• High School Degree or equivalent.
• At least three (3) years of work experience in a receptionist, office administration, or equivalent role
• Data entry experience.
• Ability to communicate effectively in English to successfully perform the essential functions of the job.
• Experience with entering and maintaining data within a database.
• Work experience in a customer service environment, including answering main telephone line.
• Advanced skills in Microsoft Office, such as Outlook, Excel, Word, Teams, and PowerPoint
• Capability to work with production machines and adjust and set equipment for operation.
• Knowledge or ability to work in databases including mailing software and postal sorting databases.
• Ability to work independently on routine issues and handle multiple, ongoing projects in a timely manner with appropriate follow-up.
• Maintains high level of confidentiality working with sensitive, private, or confidential materials.
• Reliable transportation.

Desirable Qualifications

• Familiarity with government settings, especially municipal government.
• Basic understanding and troubleshooting of copiers, printers, and office machines.
• Experience with writing and editing reference materials
• Experience writing web-based information.
• Experience providing executive level administrative support.
• Project management experience
• Experience developing and maintaining record management systems.

Physical Demands and Work Conditions

• Lifts and moves copier papers boxes, average weight is fifty pounds per box.
• Delivers supplies, paper stock, production copy jobs and, mail to departments throughout building.
• Standing for periods of time and frequent walking throughout building.
• Operates scanning, mailing and copying equipment.
• Eye-hand coordination and dexterity for paper file sorting, stapling, file prep and collating.

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