Position Purpose: The Administrative Assistant reports to the Executive Director and manages the efficient operation of the Owatonna Foundation office. This position provides crucial support for the operational, and development work of the Owatonna Foundation. Oversees all correspondence and record keeping regarding grant submittals, grant recipients, donor appreciation and fund raising.

This position requires a strong customer service focus when interacting with the public, donors, volunteers, and board members.

Essential Duties and Responsibilities include the following. Other duties may be assigned.

General Administrative and Office

  • Prepare and distribute information, stakeholder/donor correspondence, and respond to telephone and e-mail inquiries 
  • Maintain organization calendar of all meetings and organization event.
  • Assists in preparation and organizing all committee, board, and executive board meetings and logistics.  Is responsible to attend appropriate meetings and recording and distribution of all meeting minutes.
  • Maintain neat and organized office environment including the filing system, associated equipment, supplies, and fiscal contracts. 
  • Makes office purchases as necessary and within budget.
  • General record keeping and maintenance of organizational files 
  • Help create and maintain social media presence.  Oversee and keep website content up to date, working with professional website staff when needed.  Assist with monthly e-newsletter if created and other electronic communications as needed. 
  • Aids in establishing development policies, systems, and procedures.
  • Prepares checks for appropriate signatures and pays bills.
  • Completes work in a timely manner and responds to Trustees and outside inquiries within an appropriate amount of time.

Data Management

  • Process stakeholder/donor mailings and gift acknowledgements, including data entry  
  • Updates file records of organizations, companies, and individual and potential donors ensuring that current names and address’ are correct or deleted.  Continuously inputs income, donations and expenses.
  • Manage software systems and services that address the unique business processes and information management needs of non-profit organizations, grants programs, donor advised fund programs and charitable endowment programs 
  • Assist the Executive Director with the management of the financial aspects of the Owatonna Foundation and administrative budgets, regular accounting, finance tracking and record-keeping, and annual audits and tax filings  
  • Assist the Executive Director in maintaining a volunteer database if created.
  • Organizes direct mail campaign to reach potential contributors following up where necessary.

Program Oversight

  • Assist the Executive Director in organizing and coordinating logistics for charitable events, working with appropriate committees, volunteers, sponsors, and participants. 
  • Ensures that all printed materials, banners, signs, posters, etc. necessary are available for fund raising, trade booths and presentations.
  • Assist with the development of donor recognition program.
  • Works with the Foundation Week Committee and organizes, coordinates, and directs all Foundation Week activities.
  • Prepares press releases, organizes promotional pictures with donors. 
  • Assist the Executive Director in managing the volunteer program as it relates to; volunteer recruitment, emergency deployment, and linking volunteers to opportunities.

Working Hours:  20 hours per week with a maximum of up to 25.  This is combination of ‘in-office’ and ‘out of office’ hours.

Office Hours:  M, W, F   9:00 a.m. to 1:00 p.m.

Wages: $18.00 – $22.00 per hour

Qualifications: 

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

The Administrative Assistant will be an individual who demonstrates the values of the organization, has a strong work ethic, a high-level of emotional intelligence and integrity, celebrates diversity, and works collaboratively to support the mission of the Owatonna Foundation

• Excellent verbal and written communications

• Highly organized with strong attention to detail 

• Proven ability to handle confidential information with discretion and highest level

    of customer service and response

• Proficiency in using computer applications for spreadsheets, word processing,

  presentations, desktop publishing, database applications, etc. 

• Ability to prioritize and move between multiple tasks • Skill in editing documents 

for correct grammar and punctuation 

• Willingness to learn new things or take on new tasks 

• Support and contribute to an atmosphere of professionalism, responsibility, and 

Respect

Education/Experience: 4 years experience working with the public, customer service.  Knowledge of the interworking’s of “not-for-profit” organizations helpful.

Language Ability: Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.  Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or employees of organization.

Math Ability: Ability to calculate figures and amounts such as discounts, interest, 

Reasoning Ability: Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form. 

Computer Skills: To perform this job successfully, an individual should have knowledge of Microsoft Office Suite programs/software; Excel, Word, Access, and PowerPoint. Some knowledge of computer accounting programs.

Supervisory Responsibilities: There is no supervisory responsibility. 

Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. The employee must occasionally lift and/or move up to 25 pounds.

While performing the duties of this Job, the employee is regularly required to talk or hear. The employee is frequently required to stand and sit. 

Employee will be using their own vehicle for errands and events in order to complete the assigned responsibilities above.

Download Job Application docx file – click here

Please submit application and/or resume by July 9, 2021 to info@owatonnafoundation.org or Owatonna Foundation, PO Box 642, 108 W Park Square, Owatonna, MN  55060