Rebecca Ahrens

· Provides office administrative assistance and general office services to external and internal customers.

· Interacts effectively with a variety of employees, managers, and clients.

· Utilizes effective and successful public-facing interpersonal skills to serve a wide-ranging and diverse breadth of customers and clients.

· Performs various office management practices and procedures to ensure task prioritization and deadlines are met for Department policy compliance.

· Compiles data through electronic file management.

· Coordinates, schedules, and transcribes minutes for various district meetings.

Administers and maintains District files and manuals, and ensures that they meet all standards and guidelines set by the Department and the Minnesota Administrative Rules.

· Coordinates the Department’s Adopt-a-Highway program including attending meetings, corresponding with program volunteers, and maintaining program records.

· Responds to public-initiated questions via phone, e-mail, and in-person in an efficient, accurate, and timely manner.

· Audits work orders, distributes weekly data damage lookup to maintenance/sigh shop, adds weekly data to tracking spreadsheet, and enters completed claim into TAMS database as the Damage Restitution Coordinator.

· Monitors and maintains office machines and office supplies.

· Monitors Motor-pool reservations and enters mileage into RCA.

· Communicate and set hotel reservations for staff.

· Performed administrative duties including handling client intake and the use of MN Court

Information System.

· Scheduled and managed remote-based meetings via Zoom.

· Oversaw all document management for firm and its clients.

· Maintained managing attorneys’ calendars and daily schedules.

· Filed correspondence and pleadings in the MN Judicial Branch e-File and e-Serve portal.

· Corresponded with various counsel, court, and clients.

· Prepared standardized legal correspondence and documents routinely needed for specific legal actions.

· Responsible for opening new case files: retrieved client information from Gideon (State of Minnesota Board of Public Defense website); downloaded, saved, and organized new discovery from the EFT St. Louis County portal.

· Received and deposited confidential client payments.