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Administrative Assistant

Minneapolis, MN 55406

Category: Professional Job Number: 16442


Voca has an immediate opening available for a Administrative Assistant in Minneapolis, MN!

Position Details 

Job Description:

  • The Administrative Assistant provides clerical and secretarial support to assigned area(s) and acts as a resource for area operations.

    Core Competencies:
    Provides coordination of written and verbal communication to support day to day operations.
    • Answers, screens, and responds to telephone calls, greets and directs visitors, demonstrating excellent customer service.
    • Takes and routes concise message and responds as requested.
    • Reviews and routes inter-departmental and postal service mail
    Provides secretarial support including word processing; composing and proof reading correspondence; presentation and report development; copies, collates and distributes as required.

    Assists in maintaining databases and associated files and records on a regular basis according to established procedures.
    • Prepares and distributes reports as requested.
    • Gathers information and prepares summaries as requested.

    Develops and implements office procedures to maintain systems and records.
    • Orders office supplies and maintains equipment.
    • Locates and order repair and service requests.
    • Prepares invoices for payment.

    Schedules/coordinates meetings; appointments; manages calendars for department staff.
    • Distributes meeting announcement/agendas and materials as needed.  
    • Schedules room, AV, and catering arrangements.
    • Makes travel arrangements.

    Meets all role-related and age-specific competencies.

    *  Demonstrates ability to provide care or service adjusting approaches to reflect developmental level and cultural differences of population served.

    Universal Competencies:
    *Demonstrates Commitment to Customers
    • Is aware of different customer needs/desires.
    • Takes action to meet customer needs/desires with respect to customer diversity.
    • Helps improve processes to meet customer needs.
    • Suggests and acts on ideas to improve overall customer service.
    • Respects confidentiality and shares information with only those that need to know

    * Demonstrates Commitment to Fellow Employees
    • Seeks to understand and value differences between employees.
    • Treats other employees with dignity and respect.
    • Demonstrates open, honest communication and behavior.
    • Resolves conflict in a positive manner.
    • Contributes to the productivity of the workgroup.


  • Experience:
    Minimum Experience
    None to 1Year

    Preferred Experience
    One to Three Years

    Knowledge, Skills and Abilities Needed:
    • Ability to accept cultural differences
    • Ability to work effectively with staff, customers and external agencies
    • Communication skills
    • Computer skills and associated software (Excel, Access, etc.)
    • Conflict management skills.
    • Customer service knowledge and skills.
    • Data entry skills
    • Knowledge of confidentiality policy.
    • Knowledge of developmental stages and age appropriate outcomes and interventions
    • Knowledge of different cultural group’s needs and desires.
    • Knowledge of office equipment
    • Materials management system
    • Office automation software; e-mail; GroupWise
    • Organizational skills
    • Process improvement skills
    • Telephone management skills
    • Time management skills.
    • Word processing skills and associated software skills (Word, PowerPoint, Visio, etc)

    Additional Requirements:
    • Prefer courses or workshops in personal computer word processing and software programs.  
    • Requires excellent organizational skills, attention to detail, written and verbal communication skills.  Must have ability to use independent judgment to perform a wide variety of tasks in a professional manner.


    Preferred Education
    Vocational/Technical Training or Associate Degree

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