The Minnesota Geological Survey, part of the University of Minnesota’s School of Earth & Environmental Sciences is seeking an individual who will act as the first point of contact serving as the office receptionist assisting clients and staff in person and over the phone.  The person serving in this position will also be responsible for sorting/distributing mail, maintaining the copy room and inventory of general supplies, as well as operating Map Sales (invoicing sales and maintaining inventory). A more detailed list of requirements and duties are listed below.

Visitor and Employee relations (40%)
Greet visitors, answer phones, monitor departmental email
Distribute mail
Maintain office and lab supplies inventory; ordering via UMarket
Assist staff with ordering and shipping and order tracking
Daily lock-up of building
Contact building management for repair issues
Maintain key inventory
Maintain in/out board for vehicles/conference room
Provide training and basic troubleshooting of copier; communicate with copier company to order supplies and/or report repairs needed; assign codes to staff
Maintain mailbox labels and tidiness of the room
Maintain office cell phone/train card/parking cards
Receive packages
Post student positions
Assist department director with meeting preparations
New employee orientation/introduction (including I-9 forms)

Map Sales  (10%)
Assist customers (in person or via phone or e-mail)
Mails maps when necessary
Completes billing forms (sent to Dean’s office)
Update current publications list
Copy/Print on demand publications
Maintain adequate stock of publications
Conduct yearly inventory (count and report totals)

Accounting and Purchasing (45%)
Distribution entry; collect and verify hours on time cards; confirm vacation/sick leave
Effort certification (2x per year; including manual statements as needed)
Vendor inquiry and set-up                                               
Create purchase orders, and contracts for professional services
Follow up with vendors regarding invoice tracking and payments
Monthly JE for vehicle charges
P-card recon

Other (5%)
Assist with events (retirement gatherings, community fund drive, etc).
Assist administrative staff as needed.
Data entry as time allows
Other duties as assigned.

Work Environment
Work is performed in an off campus office setting.
The employer retains the right to change or assign other duties to this position
Regular in-office attendance is a requirement for this position

Minimum requirements:
High school diploma/GED and 2 years general accounts transaction experience.

General office skills, at the intermediate level.
Specific requirements directly related to the work are defined by the department and may include: accounting/bookkeeping knowledge; and/or ability to keyboard (narrative and/or text). Office machines typically used: keyboard, personal computer, 10-key entry, printer.

Strong communication and interpersonal skills
Professionalism, tact, and maturity, to effectively communicate with customers, vendors and colleagues 
Proven ability to work independently and in a team environment
High level attention to detail
Ability to handle multiple tasks and complete tasks accurately to meet deadlines

Preferred qualifications:
Knowledge of basic accounting principles and concepts
Experience working with University of Minnesota computer systems and software, electronic calendars
Experience with purchasing and billing
Computer experience including Microsoft Office, Excel spreadsheets and Word
Experience reviewing financial reports and/or payroll reports
Knowledge of Earth and/or related sciences.