Administrative and Fiscal Support Specialist

JET – Northeast Minnesota Office of Job Training, a partner in the CareerForce system, is seeking a skilled and adaptable Administrative and Fiscal Support Specialist to join our dynamic team and provide high-level support of general operations and fiscal responsibilities. The ideal candidate will be a proactive and organized professional with a strong attention to detail and willingness to learn and master new skills, while contributing innovative ideas to increase operational efficiency. The Administrative and Fiscal Support Specialist will play a vital role in the overall functioning of our organization by executing duties timely and accurately, reporting to the Administrative and/or Financial Director.

JET, a local unit of county government, operating under a Local Elected Official Board and in partnership with a variety of education, business, and community-based partners, administers state and federal employment and training programs for dislocated workers, low-income adults, and youth. Programs administered by JET include the Minnesota Dislocated Worker program, employment and training services for the Minnesota Family Investment Program, the Minnesota Youth program, and federal Workforce Innovation and Opportunity Act services for dislocated workers, low-income adults, and at-risk youth.

A person in this position will work closely with the JET fiscal team and will be responsible for administrative and fiscal tasks.

Work is performed according to general guidelines, established procedures, and policies. This position requires independent judgment, initiative, and discretion in setting priorities, work sequences, and choices of procedures to follow while performing the duties of the position consistent with regulations. Errors are minimized through a system of controls and work is routinely reviewed in the workflow process by the Financial Director to ensure separation of duties and compliance with accounting rules and regulations.

REQUIRED SKILLS AND QUALIFICATIONS

This position requires a two-year degree with a variety of focus areas considered, including business, accounting, human services, or related fields.

• Excellent command of spelling, composition, punctuation, and grammar to ensure written andverbal communication is clear and professional

• Must be able to work well and collaboratively with the public, partner staff, and coworkers.

• Knowledge of modern office procedures, methods, and automated equipment

• Knowledge of basic accounting principles

• Skills in keyboarding with speed and accuracy

• Computer literacy and knowledge of computer applications, including Microsoft Office Suite(Word, Excel, PowerPoint, OneNote, Outlook, Teams) and Adobe products, is necessary andknowledge of fiscal software is beneficial

• Ability to make simple mathematical computations rapidly and accurately

• Ability to do routine, repetitive work – efficiently and effectively

• Ability to understand and follow moderately complex oral and written instructions

• Effectively communicate with supervisors, co-workers, and customers

• Ability to maintain records as instructed

• Demonstrate reliability, good attendance, punctuality, and ability to meet deadlines

• Ability to establish and maintain effective working relationships

• Ability to maintain confidentiality

• Ability to establish and maintain records, reports, and files

• High-level critical thinking, problem solving, and decision-making skills

• Knowledge of policies, procedures, and services of the organization

• Organizational and time management skills

• Demonstrated ability to quickly learn and adapt to new technologies and information

• Ability to manage multiple tasks simultaneously and prioritize effectively

CHARACTER TRAITS

• A servant’s heart and a desire to contribute to the team and positive culture of the organization

• Ability to embody and work live by JET’s Core Values and Brand Attributes

oCommunication, Consistency, Courage, Trust Accountability, Respect

oListen to Understand, Build Confidence, Be the Expert, Work as a Team, Rally theCommunity

• The ability to bring innovation and enthusiasm to every project you touch

• Excited to learn new things and take on new challenges

• Kind, compassionate, and gracious with co-workers

• Able to work well in a group/team

AREAS OF RESPONSIBILITY

Additional duties may be assigned as appropriate

Fiscal Data Tracking and Processing:

• Reviews and processes on-the-job training, work experience, and internship contracts

• May perform data entry of participant information

• Code or process client request for reimbursement forms

• Process payments for R&R’s and vendor payments

• Processes payroll taxes

• Preparation of client payroll and related dat.

• Prepare Individual Training Account paperwork, ensuring accuracy and proper recording ofinformation in Teams and Workforce One

• Ensure information is appropriately documents in Client Services and Workforce One as needed,including gas cards, bus passes, and support services.

• Maintains client payroll financial registers/spreadsheets

• Learns all aspects of the Accounting Specialist role in order to provide support and back upwhen needed

Reports, Communication, and Correspondence:

• Runs reports as needed for both operations and fiscal departments

• Files office records, reports, and correspondence

• Maintains client files as requested

• Update staff phone and email lists when new employees begin

• Aids in the preparation and mailing of outgoing mail and distribution of incoming mail, includingrunning the postage meter report

• Assists in maintaining and reconciling Teams spreadsheets for operations management ofprogram specific funds

• Maintains a variety of documents and files – ensuring they meet brand standards and containthe most up-to-date information

• Completes Wage Theft Letters, Total Rewards Statements, and Probationary completioncalculation and notification

• Works collaboratively as a liaison between fiscal and operations to ensure efficient, streamlined,and improved processes are in place

Information Technology Knowledge and Support:

• Operates and maintains copy machines, fax machines and other office equipment

• Takes initiative to enhance systems and move the organization forward through technologicaladvances

• Performs all duties with a high level of accuracy, attention to detail, timeliness, andprofessionalism

• Learn and utilize computer applications, including Microsoft Office Suite (Word, Excel,PowerPoint, OneNote, Outlook, Teams), Adobe products, and fiscal software such as Orion

Versatility and Initiative:

• Exhibit a can-do attitude, taking initiative to address challenges and explore solutionsindependently

• Contribute positively to a collaborative work environment by showing a willingness to supportcolleagues in diverse tasks

• Display a strong sense of ownership and commitment to the successful completion of anyassigned duty, regardless of its size or complexity

• Ability to be precise, detailed, organized, and timely in all areas of the position

This is a part-time position of 22.5 hours per week at our Virginia CareerForce location with typical work hours from 8:00 a.m. to 4:30 p.m. This is a non-union position starting at $24.41.Interested candidates must submit a cover letter, resume, and references to Hannah Madden, Administrative Director, via email at hannah.madden@nemojt.org or by mail at 1215 SE 2nd Ave, Grand Rapids, MN, 55744. Resumes are due no later than Wednesday, February 5, 2025. Employer reserves the right to disqualify candidates with incomplete application materials. First interviews tentatively to be conducted during the week of February 10, 2025. No phone calls please

Job Type: Part-time

Pay: $24.41 per hour

Expected hours: 22.5 per week

Benefits:

• Paid time off

Schedule:

• Day shift

Work Location: In person

Salary : $24