Administrative Assistant

Job Type

Full Time

Salary

Minimum: $31,200
Maximum: $31,200

Published

07/11/2018

Application Deadline

07/31/2018

Address

75 West 5th Street
Room 323
Saint Paul
Minnesota
55102
United States

Description

Title: Development & Administrative Assistant

Classification: Full-Time, non-exempt

Position Summary: Work with President, Development Officer, Communications & Membership Manager, and other team members to manage RCHS administrative duties. Responsibilities include assisting with membership and donor communications and events, customer service, data entry, and general office duties.

Reports To:  Development Officer

Time/Schedule:  General office hours are 9 a.m. to 5 p.m. Position will report for RCHS office hours but may be occasionally required to attend and assist with evening or weekend events or meetings.

Salary:  $15/hour

Benefits:  Health and Dental insurance plan; modest life insurance policy premium paid by RCHS. Supplemental life insurance, Short-, and Long-Term Disability coverage available at employee cost. 403(b) retirement match, eligible after 12 months. Vacation and sick leave provided.

Prof. Development: May participate in company provided professional development activities as appropriate.

 

Specific Responsibilities:

General Administrative Duties (40%)

  • Reception and phone call management.
  • Daily mail processing.
  • Provides general office support, tracking & ordering supplies, organizing and maintaining filing systems, copying, and managing equipment.
  • Fulfillment and tracking of publication sales.
  • Schedules internal and external meetings and appointments; arranges for conference rooms and audio/visual requirements.
  • Prepares materials and mailings for board, committee and/or staff meetings and drafts meeting minutes as requested.
  • Other administrative duties as assigned.


Development & Membership Support (50%)

  • Process and acknowledge all gifts and memberships received daily through NeonCRM database. This includes data entry, utilizing mail merge templates, and recording donation designations.
  • Track donor and member reporting requirements and prepare reports through NeonCRM database on a daily and monthly basis for accounting, and other departments as needed. 
  • Support staff use of the prospecting module in NeonCRM database, primarily through converting President’s donor meeting notes into activity records and adding scheduled activities to constituent records as well as staff Outlook calendars.
  • Assist with member and donor correspondence, including creating mailing lists, mail-merge letters, printing, folding and sealing mailings.
  • Contact members and donors via email and phone as needed, including membership renewal calls or event reminders.
  • Correspondence and contact with volunteers and Board members as needed.
  • Maintain filing system for hard copies of donor correspondence and records, in addition to database records.
  • Identify and correct database problem areas, such as missing or incomplete data, duplicate records, salutation fields, etc.


Event Assistance (10%)

  • Managing and entering event registrations in NeonCRM database, making follow-up calls or emails to event registrants, tracking attendance and updating final count in database, etc.
  • Assist in event planning logistics as needed, may include reserving venue locations, coordinating with event speakers, or working with volunteers.
  • Help prepare event invitation mailings.
  • Attend events and assist as needed.


The Ramsey County Historical Society is adding an administrative team member to its downtown St. Paul office. The right candidate will possess excellent interpersonal and customer service skills, be capable of working independently and as part of a close-knit team, and have the technical skills necessary to support RCHS operations. The position is expected to execute a broad range of administrative duties including greeting guests and answering phone calls, completing data entry, setting up meetings and appointments, managing office needs, assisting in member and donor mailings, and helping with events.


Skills & Experience

Required:

  • Proficient with Windows 10 and Microsoft Office 365 products including Outlook, Word, Excel, and Power Point; must be able to complete mail merges.
  • Proficient with office equipment, including copiers, mailing machines, phone systems, etc.
  • Database experience and proficiency.
  • High attention to detail.
  • Commitment to high ethical standards and maintaining data confidentiality.
  • Self-motivated work style.
  • Strong communication, organizational, and writing skills.
  • Ability to provide friendly support in-person and over the phone to guests, members, donors, co-workers, and other constituents. 


Desired:

  • Proficiency with NEON CRM (database) or other CRM Database.
  • Proficiently with Constant Contact or similar mass email programs
  • Prior experience in customer service
  • High degree of cultural competency and emotional intelligence
  • Ability to fluently communicate in one or more languages in addition to English


About RCHS

The vision of the Ramsey County Historical Society (RCHS) is to be widely recognized as an innovator, leader, and partner in preserving the knowledge of our community, delivering inspiring history programming, and using local history in education. Our mission of preserving our past, informing our present, inspiring our future guides this vision.


RCHS opened as Gibbs Farm museum in 1954 and was recognized on the National Register of Historic Places in 1974. Since this time RCHS has expanded to include publishing, exhibiting artifacts in Saint Paul’s Landmark Center, and providing access to millions of archival documents through our Mary Livingston Griggs & Mary Griggs Burke Research Center. RCHS offers accessible cultural experiences for youth and adults from diverse backgrounds throughout Ramsey County. Through our educational programming the Society aims to increase student achievement and inspire youth to value their unique heritage. RCHS is engaged at both the board and staff level to become a more diverse and inclusive organization. We host many public exhibitions and outreach activities at local festivals offering free learning opportunities to families of all backgrounds.


Equity & Inclusion Statement for the Ramsey County Historical Society:

History informs us, inspires new choices, brings people together, and builds community. Likewise, it can be mis-used to inspire fear, create division, and perpetuate racism and other injustices. We resolve to present history in accordance with our values of Authenticity, Innovation, Inspiration, Integrity, and Respect. We believe that by doing so our community will be more informed, more engaged, and will become stronger.


The Ramsey County Historical Society is committed to equal opportunity for all employees and prospective employees without discrimination of any kind.

 

Application Process


Time Frame:      Position will be open until filled, first consideration given to fully completed applications received by Monday, July 23, with interviews beginning as early as Thursday, July 26.


What to Submit:

  1. Resume that outlines your work, education, and any other relevant experiences.
  2. Cover letter, preferably one page, formatted as a business letter, that addresses how your experience and skills meet or exceed those needed for this role.


Where to Send Your Application:

By email:             Send your application materials as .pdf files to chad@rchs.com with the subject line: Development and Administrative Assistant


By mail:               Attn: Chad Roberts

Ramsey County Historical Society

75 W. 5th Street, Room 323

St. Paul, MN 55102


What to Expect: We are committed to treating applicants as we would wish to be treated, therefore you can expect to hear from us within two days of applying to confirm receipt of your application. We will let you know within two weeks whether or not we are requesting an interview with you. Candidates that proceed to the final selection stages will be informed of their status in a timely manner.


Candidates may be asked to complete technical proficiency tests as part of the application process. 

Benefits

Health insurance, 90% premium paid by employer

Dental

Life Insurance paid by employer

Retirement match of up to 4% of salary

Paid time off and vacation


Level of Language Proficiency

While not necessary for this role, it would be a plus for the right candidate be proficient in a language in addition to English.

Professional Level

None specified

Minimum Education Required

No requirement

How To Apply

chad@rchs.com
http://www.rchs.com

Application Process


Time Frame:      Position will be open until filled, first consideration given to fully completed applications received by Monday, July 23, with interviews beginning as early as Thursday, July 26.


What to Submit:

  1. Resume that outlines your work, education, and any other relevant experiences.
  2. Cover letter, preferably one page, formatted as a business letter, that addresses how your experience and skills meet or exceed those needed for this role.


Where to Send Your Application:

By email:             Send your application materials as .pdf files to chad@rchs.com with the subject line: Development and Administrative Assistant


By mail:               Attn: Chad Roberts

Ramsey County Historical Society

75 W. 5th Street, Room 323

St. Paul, MN 55102


What to Expect: We are committed to treating applicants as we would wish to be treated, therefore you can expect to hear from us within two days of applying to confirm receipt of your application. We will let you know within two weeks whether or not we are requesting an interview with you. Candidates that proceed to the final selection stages will be informed of their status in a timely manner.


Candidates may be asked to complete technical proficiency tests as part of the application process. 


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