Administrative Assistant - Archives Department

Location: Franciscan Sisters, Little Falls, MN
Schedule: Full-time, Monday–Friday, 8:00 AM – 4:30 PM
Occasional weekend hours may be required.

Responsibilities:

·  Prepare DVDs for memorials, jubilees, milestone birthdays, and special requests.

·  Input data, process artifacts, and assist with memorial/historical displays.

·  Record all publications (internal and external) related to the Franciscan Sisters.

·  Assist with relocating the historical collection.

Requirements:

·  Intermediate knowledge of Microsoft Office (Word, PowerPoint, Publisher, Access, Outlook).

·  Preferred experience with Past Perfect and Pinnacle software.

·  Physical ability to:

     -  Lift up to 40 pounds.

     -  Reach overhead and climb to place items on high shelves.

     -  Stoop, bend, and stand/sit for extended periods.

Benefits:

·  Vacation, sick leave, and holiday pay.

·  403(b) retirement plan.

·  Health, dental, life, and vision insurance.

·  Free membership to St. Francis Health & Wellness.

Compensation:

·  $17–$18 per hour

·  40 hours per week

Application Instructions:

Submit a letter of interest and resume to:
Human Resources
Franciscan Sisters, 116 8 Ave SE, Little Falls, MN 56345
Or email: amys@fslf.org

JOB DESCRIPTION

Title: Administration Assistant

Department: Archives

Supervisor: Director of Archives

Date: August 2025

Description of Role

Assists in preparing DVDs for Sisters Memorials, Jubilees, 90th & 100th Birthdays, and special DVDs and display requests from Leadership. Inputs data on the computer, processes artifacts, assists in the preparation of memorial and historical displays. Recording all Publications, internals, and external pertaining to Franciscan Sisters.

Assisting in processing the historical collection for relocation.

Major and Minor Tasks

1. Knows and demonstrates the Franciscan Values while performing all job functions. Demonstrates values with other staff, volunteers, clients, and visitors. Franciscan Values: 1) Respect, 2) Compassion, 3) Hospitality and 4) Open Communication.
2. Upholds and fulfills mission and philosophy of Franciscan Sisters of Little Falls in all areas of communications and public relations, whether written, spoken or observed.
3. Regular attendance and punctuality are essential to the position. Various tasks are required to be completed at specific times.
4. Assists with research for Community members and makes material readily available to those members who are doing research, keeping in mind the need for confidentiality and the physical condition of certain material.
5. Receives and processes new artifacts according to the archival schema set up; typing up labels, wraps, tags, boxes in proper storage box; checks in returned artifacts and files away.
6. Assists in preparing DVDs for memorials, Jubilees, 90th &100th Birthdays, and special DVD and display requests from Leadership. Help with historical displays. Find appropriate pictures for the display, prepare the cloth for table display, and help to set up the display.
7. Updates Archival files from CommUnity News, Our Journey, and The Associate. Assists in updating individual sisters’ files: present, deceased, and former.
8. Acquaints self with historical information relating to materials being processed through questions and reading history of the community.
9. Attends departmental meetings or any committee meetings she/he is asked to be on.
10. Occasional weekend hours may be required.
11. Performs all other duties as assigned by the supervisor.

Qualifications

Graduation from high school or equivalent, including computer classes. Graduation or certification in a Business course from a Technical College is preferred.  Two - three years’ experience in a clerical/secretarial setting highly recommended.  The ability to follow directions, policies, and procedures.

Position Requirements

1. Responsibility: Performs secretarial/clerical functions for Archives Department.  Maintains confidentiality regarding certain material; creates friendly, cooperative atmosphere for visitors and personnel.
2. Knowledge and Skills: Ability to use computers, printers, duplicating equipment efficiently and effectively.  Intermediate level working experience/knowledge of Microsoft Office, (i.e., Word, PowerPoint, Publisher, Access, and Outlook) is required. Prefer experience with Past Perfect and Pinnacle.
3. Mental Application: Shows initiative and judgment in performing assigned tasks.  Has the ability to maintain enthusiasm and concentration while working on tedious tasks.
4. Worker Characteristics: Has the ability to work with detail in an accurate manner; prioritizes the workload; the ability to do repetitive tasks for an extended period while at the same time having the ability and willingness to be flexible.  Neat, legible penmanship.  Demonstrates a high interest in community history; is a team member; has a high degree of willingness to learn new procedures.
5. Physical Demands: One must be able to lift up to 40 pounds and to be able to move articles and boxes onto shelves up to six feet high or higher, including reaching overhead, reaching extension, climbing, balancing. Stoops and bends to file. Ability to stand/sit for an extended period. 
6. Hazards and Risks: Visual acuity to prepare material.  Works in a well-lighted, well-ventilated, and climate-controlled work area of 68–70 degrees.  Must be able to work around dusty materials.

Scope

The above descriptions generally reflect the guidelines necessary to define the primary functions of the position.  The above statements shall not be construed as a detailed description of all the work requirements that may be required for the position.