Executive Secretary

Lakes and Pines CAC, Inc.; Mission (KS); On-site; USD 40,000 - 60,000; Full time

Job summary

A community service non-profit organization in Mission, Kansas is seeking an Executive Secretary to provide high-level administrative support for the executive team. This role requires over 3 years of experience in administrative support, strong organizational skills, and the ability to handle sensitive information. Responsibilities include managing records, scheduling meetings, and supervising administrative staff. This position offers opportunities for professional development and a supportive work environment.

Qualifications

• More than 3 years of administrative support experience required.
• Valid driver’s license is necessary.
• BCA Background Study is required.

Responsibilities

• Provide high-level administrative support to the executive team.
• Handle information requests and prepare correspondence.
• Schedule meetings and manage records.

Skills

Excellent oral and written communication skills

Time-management skills

Ability to work independently and as part of a team

Ability to handle diverse work problems

Support the mission of the Agency

Education

High School Diploma or equivalent

Job description

Lakes and Pines CAC, Inc. is a 501(c)3 charitable, educational, private, nonprofit corporation serving the seven counties of Aitkin, Carlton, Chisago, Isanti, Kanabec, Mille Lacs and Pine.

Application: Online (requires validated account) or paper (printed PDF). Applications may be submitted via US mail, fax to [phone], or hand‑delivered to 1700 Maple Ave E, Mora, MN.

Position

Title: Executive Secretary

Department: Administration

Reports to: Director of Agency Operations & Planning

Salary Range:

Status: Non‑Exempt Position

Job Summary

The Executive Secretary provides high‑level administrative support to the executive team by handling information requests, preparing correspondence, scheduling meetings, managing records, and performing clerical functions. This role requires strong organizational skills, discretion, and the ability to handle sensitive information professionally.

Qualifications

• Education: High School Diploma or equivalent (may be waived with significant job‑related experience).
• Experience: More than 3 years.
• Authorization: Valid driver’s license.
• Background study: BCA Background Study (required).

Skills, Abilities, & Other Knowledge

• Excellent oral and written communication skills.
• Time‑management skills that produce satisfactory quantity and quality of work.
• Support the mission of the Agency through daily work and when representing the Agency publicly.
• General knowledge of Agency programs and activities.
• Ability to work independently and as part of a team.
• Ability to handle diverse work problems daily.
• Organize work schedule, set priorities, and work effectively to meet deadlines without supervision.
• Adapt to last‑minute assignments and deadlines that may be stressful.
• Work effectively across socio‑economic and cultural differences.
• Attend trainings, classes, and meetings as necessary to improve job skills.
• Serve as a mentor for new staff.
• Knowledge of Agency policies, procedures, and applicable regulations (safety, technology, data practices, etc.).
• Basic mathematical skills.
• Knowledge of community resources.

Primary Duties & Responsibilities

This job description is not intended to be all‑inclusive; the employee will also perform other reasonably related duties as assigned.

Area 1: Program Operations

• Primary supervisor of the Administrative Specialist, Receptionist, and Custodian staff.
• Assist with secretarial professional development for Agency secretarial and departmental administrative staff.
• Provide professional development opportunities for custodial staff.
• Assist Director of Agency Operations & Planning with new staff orientation.
• Maintain a current understanding of Agency programs to provide accurate service information.
• Operate office machines (copiers, scanners, phone, voicemail, PCs, etc.).
• Answer multi‑line phone system, direct calls, record messages, provide referrals, screen and route messages appropriately.
• File documents electronically and access files.
• Complete purchase orders for Administration (Human Resources, Technology, Fiscal, THRIVE).
• Articulate and carry out appropriate emergency procedures.
• Compose, type, edit correspondence, reports, presentations, and other materials; proofread for format, spelling, grammar, typos, and clarity.
• Maintain central office filing system and update continuously.
• Maintain supply of agency forms, paper, envelopes, and letterhead.
• Order office supplies for Administration, Fiscal, Human Resources, Technology, THRIVE, and Custodial.
• Ensure invoices for Administration departments are paid timely; review, code, and submit invoices for signature.
• Manage Administration job postings, track openings, conduct reference checks per policies.
• Maintain USPS Business Customer Gateway and keep mail permits paid.
• Coordinate agency bulk mailings and ensure USPS regulations are followed.
• Conduct Administrative Assistant bi‑monthly meetings.
• Mail or email audit reports to funding sources annually.
• Oversee agency sprinkler system, fire alarm, and fire extinguisher inspections; conduct regular fire and tornado drills.
• Maintain storage area for agency files; assist Directors in establishing year‑end storage.
• Obtain and document formal bids from contractors; assist Directors with equipment bids and procurement.
• Manage building and grounds maintenance (snow removal, lawn services, repairs).
• Perform custodial duties in absence of custodian.
• Oversee facility security, be primary contact for security vendor, and assign codes/signatures on key assignment contracts.
• Secure office facility; train new staff on security system use.

Area 2: Program Compliance

• Oversee development and maintenance of Administration filing systems (physical and electronic).
• Ensure compliance with Agency Document Retention Policy.
• Provide training for electronic imaging/filing for Administration, Human Resources, and Fiscal departments.
• Confirm proper fiscal procedures on all supply purchases.
• Maintain computer files on the Agency network.

Area 3: Program Communications

• Annually update the Management and Administration calendars.
• Notify Director of Agency Operations & Planning of staff violations of personnel policies, inter‑office procedures, or program operational procedures.
• Manage Administration calendars; accept and schedule appointments for the Executive Director and Director of Agency Operations & Planning.
• Receive and distribute departmental faxes; send faxes per Administration procedures.
• Record and relay messages to the Executive Director and Director of Agency Operations & Planning.

Area 4: Development Assistance

• Maintain development of a documented Agency Emergency Preparedness Plan.
• Actively participate in committees, staff meetings, and training sessions.

Job Factors

• Supervision of Others: Responsible for assigning, instructing, and checking the work of 1 to 3 employees.
• Safety of Others: Responsible for the safety of others on the job; implement and enforce safety standards.
• Contacts: Within own department and with other departments, customers, vendors, or the public.
• Physical Demand: Must lift 25 pounds; requires sitting, standing, bending, stooping, and reaching; physical ability to operate specific equipment.
• Travel: Must have reliable transportation; valid driver’s license and current auto insurance in compliance with Minnesota State guidelines; travel for job duties, trainings, and meetings as required.

General Agency Requirements

• Professionalism: Maintain a positive work atmosphere; be respectful to customers, coworkers, providers, volunteers, and supervisors; seek to develop skills.
• Community Representation: Represent the Agency positively; adhere to the Community Action Code of Ethics; understand poverty and barriers faced by members.
• Confidentiality: Maintain confidentiality of agency, program, and customer information.

An Equal Opportunity Employer / Contractor
In accordance with federal and state laws, Lakes and Pines CAC is an equal‑opportunity employer, contractor, and provider of services. The Agency maintains a policy of non‑discrimination for all employees and applicants for employment. All aspects of employment are governed on the basis of merit, competence, and qualifications and are not influenced by race, color, creed, religion, sex, age, national origin, disability, public assistance status, marital status, veteran status, sexual orientation, gender identity, parent status, familial status, or any other legally protected status.

Individuals are encouraged to complete an employment application even if a vacancy currently exists. Applications are kept on file for one year and considered for appropriate job vacancies. If an applicant needs reasonable accommodations for the application process, please contact Lakes and Pines by phone, mail, email, or in person and request such consideration (e.g., sign language, interpreter, large print materials, accessibility).