Administrative Specialist
$43,202–$46,800 year
On-siteMinneapolis, Minnesota, United States
Job Summary
Greet visitors, answer phones, and direct calls to appropriate staff while admitting shelter residents and maintaining a welcoming office presence. Manage mail distribution, monitor email queries, and provide basic IT support for hardware and software issues. Support the Executive Director with meeting scheduling, coordinate community room reservations, and maintain an updated master calendar. Process invoices, assist with accounts payable, and prepare monthly financial reports. Attend board committee meetings to take accurate minutes, coordinate meeting logistics, and mail donor acknowledgement letters. Accept in-kind donations and provide applicable documentation. Keep office spaces organized, restock breakroom supplies, and maintain inventory of cleaning products and office materials.
Required Qualifications
- High school diploma or equivalent
- Minimum of 2 years of administrative or office management experience
- Proficiency in Microsoft Office 365
- Ability to successfully complete a background check, including a Minnesota Department of Human Services (DHS) background study
- Ability to regularly lift and/or move up to 25 pounds
Desired Qualifications
- Associate's degree or some college-level coursework
- Experience with basic bookkeeping
- Familiarity with office software and IT troubleshooting
- Familiarity with QuickBooks Online
- Strong organizational and record-keeping skills
- Ability to manage multiple tasks and prioritize effectively
- Strong writing, verbal, and communication skills
- General office skills and ability to operate standard office equipment
- Welcoming communicator with a professional demeanor
- Ability to work collaboratively with diverse teams
- Practice good judgment, reliability, and attention to detail
- Discretion and ability to maintain confidentiality of sensitive information
- Commitment to equity, inclusion, and community-centered work
- Strong commitment to accuracy and quality in all work
- Commitment to maintaining confidentiality of personnel, financial, and organizational information
- Ability to manage multiple tasks, work independently, and adapt quickly to changing priorities
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