Administrative Assistant

REBUILDING TOGETHER MINNESOTA; Saint Paul (MN); On-site; USD 38,000 - 46,000; Full time

Benefits offered by this job

Health insurance

Paid time off

401(k)

Employee discounts

Job summary

Rebuilding Together Minnesota seeks an Administrative Assistant to greet visitors, handle calls and emails, maintain Salesforce records, and support day-to-day office operations in St. Paul. The ideal candidate is organized, patient, and detail-oriented, with a background in social services or social work being a plus.

This full-time, on-site role requires residence in the Twin Cities metro area. Responsibilities include managing income eligibility verifications, processing donations in

Qualifications

• 1-3 years of administrative, office support, or customer service experience.
• Excellent written and verbal communication with a professional, warm phone presence.
• Strong attention to detail and accuracy in data entry.
• Ability to manage multiple priorities and meet deadlines in a fast-paced environment.
• Proficiency with Microsoft Office or Google Workspace; willingness to learn Salesforce.

Responsibilities

• Answer and route incoming phone calls professionally and compassionately.
• Respond promptly to applicant and general inquiries received by email.
• Provide basic information about programs and events, and refer people to staff.
• Manage income eligibility verification process for applicants.
• Enter paper applications into Salesforce and maintain records.
• Enter and reconcile donations in Salesforce and support donor acknowledgments.

Skills

Communication skills

Data entry accuracy

Customer service

Time management

Education

High school diploma or equivalent

Associate or bachelor's degree preferred

Tools

Microsoft Office

Google Workspace

Salesforce

Job description

Benefits:

• Health insurance
• Paid time off
• 401(k)
• Employee discounts

Since 1997, Rebuilding Together Minnesota has delivered high-quality home repair and safety modification services to low-income homeowners. We focus on helping older adults, people with disabilities, and veterans stay safe and independent in the homes they love. The Administrative Assistant is the first voice and face of Rebuilding Together Minnesota, handling applicant and community calls and emails, keeping our Salesforce records accurate, and running the office day to day functions. The ideal candidate is organized, patient, compassionate, detail-oriented, and motivated by our mission. Candidates with a background in social services or social work are a plus. This position full time, onsite at our office in St.Paul, and all candidates must reside in the Twin Cities Metro Area.

Areas of Responsibility

Client and Public Interaction

• Answer and route incoming phone calls professionally and compassionately
• Respond promptly to applicant and general inquiries received by email
• Provide basic information about programs, services, and events, and refer people to the appropriate staff member or resource
• Manage a detailed income eligibility verification process for applicants reviewed and accepted for further consideration by Project Managers

Systems and Records Management

• Manage and monitor all subscription-based services and memberships, carefully monitoring renewal dates, and internal needs for the services. Includes assigning seats for staff members on various platforms.
• Enter paper applications for services into Salesforce
• Create and update applicant, client, and volunteer records, keeping data clean and free of duplicates
• Enter and reconcile donations (gifts, pledges, and in-kind contributions) in Salesforce
• Support timely donor acknowledgments and tax receipts
• Prepare bank deposits for physical checks received in the mail
• Generate basic Salesforce reports and lists as requested by staff
• Organize and maintain all digital files.
• Monitor physical files for compliance with document retention policies

Office Management

• Manage office supplies, hardware, equipment, and designated office service vendor relationships
• Process outgoing mail, and sort and distribute incoming mail, flagging invoices and financial or government documents for the appropriate staff member. Maintain confidentiality of all correspondence.
• Maintain organized electronic and paper filing systems

General Support

• Assist staff with special projects and events
• Follow organizational policies and data privacy standards
• Perform other duties as assigned

Required Qualifications

• High school diploma or equivalent; associate or bachelor's degree preferred, or equivalent experience
• 1-3 years of administrative, office support, or customer service experience
• Excellent written and verbal communication skills, with a professional, warm, and empathetic phone and email presence
• Strong attention to detail and accuracy in data entry
• Proficiency with Microsoft Office or Google Workspace (email, documents, spreadsheets, calendars)
• Ability to manage multiple priorities and meet deadlines in a fast-paced environment
• Ability to handle sensitive and confidential information with discretion
• Self-starter who takes initiative, solves problems independently, and is comfortable learning new software and processes
• Commitment to our mission and to serving diverse communities with respect

Preferred Qualifications

• Experience in social services, or social work.
• Experience with Salesforce (including Nonprofit Success Pack) or a similar CRM or donor database. [Salesforce training provided.]
• Previous experience in a nonprofit setting
• Bilingual in English and Spanish, Hmong, or Somali

Compensation & Benefits

The starting salary for this full-time, exempt position is $42,000 annually. Benefits include paid time off and employer-paid health insurance premiums for employees.