Administrative Specialist

Lakes and Pines CAC, Inc.; Minnesota; On-site; USD 35,000 - 45,000; Full time

Job summary

Lakes and Pines CAC, Inc. is looking for an Administrative Specialist based in Minnesota. The role involves performing clerical and administrative office duties, such as answering phones and data processing, to support the Administration Department. Candidates should have a High School Diploma, more than a year of experience, and excellent communication skills.

The position includes office duties related to customer service and requires the ability to work successfully in a community-facing role.

Qualifications

• More than 1 year of relevant experience.
• Valid Driver’s License required.
• Ability to handle diverse work problems.

Responsibilities

• Provide receptionist and office support duties.
• Resolve customer complaints or inquiries.
• Assist HR, Technology, and Fiscal Departments with administrative functions.

Skills

Excellent oral and written communication skills

Time management

General knowledge of community resources

Ability to work independently and as a team

Education

High School Diploma or equivalent

Job description

Job Overview

Administrative Specialist

Summary

The Administrative Specialist performs routine clerical and administrative office duties such as answering phones, receiving the public, providing customer assistance, data processing and editing a variety of correspondences/reports, and assists with scanning and filing to contribute to an efficient office operation in support of the Administration Department(s).

Qualifications

• Education: High School Diploma or equivalent (may be waived with significant job related experience)
• Experience: More than 1 year
• Authorization: Valid Driver’s License
• Work Environment: Conventional – Office model; Community Facing – Direct interaction or communication with a public.

Skills, Abilities & Other Knowledge

• Excellent oral and/or written communication skills.
• Ability to manage time to produce satisfactory quantity and quality of work.
• Support the Mission of the Agency through daily work and while representing the Agency in public.
• Have general knowledge of programs and activities of the Agency.
• Demonstrated ability to work independently and as a team member.
• Handle diverse work problems on a daily basis.
• Organize work schedule, set priorities and work effectively to meet deadlines without supervision.
• Adjust to changes necessitated by last minute assignments and deadlines.
• Work across differences, especially socio-economic and cultural differences.
• Attend trainings, classes and meetings as necessary to improve job skills and maintain acceptable level of job performance.
• Serve as a mentor for new staff.
• Apply Agency policies and procedures, including safety, technology, data practices and other applicable policy, procedure and program regulations.
• Understand numbers and mathematical concepts.
• Knowledge of Community resources.

Primary Duties & Responsibilities

• Provide primary receptionist and office support duties by answering incoming calls, routing callers, greeting and directing members of the public to appropriate departments and providing information as required for the entire Agency operation.
• Takes and transmits detailed messages from Agency’s 24-hour answering system and routes messages to appropriate personnel.
• Interact with customers, responding to basic requests for information and routine questions in person and over the phone; direct customers to appropriate personnel as necessary to resolve concerns and complaints.
• Resolve customer complaints or inquiries via email, in person or over the telephone.
• Apply general knowledge of inter-agency and community resources for appropriate referrals for customers.
• File documents electronically and access files.
• Maintain a clean and presentable office space, clear of clutter for customers and staff.
• Assist supervisors in training personnel relative to voicemail and unified messaging.
• Train staff assigned to cover the Agency front desk on operating the Agency-wide multi-line phone system.
• Conduct activities appropriate to the goals of the Agency and Administration Department as required.
• Articulate and carry out appropriate emergency procedures.
• Operate office machines including copiers, scanners, phone and voicemail systems, personal computers, and other standard office equipment.
• Assist Administrative Services Director with maintenance of the administration office filing system.
• Place calls when requested for Administration Programs; may place service requests for office equipment online or via phone.
• Assist Human Resources, Technology, Fiscal and Executive Director’s office with assigned administrative functions.
• Enter vouchers for Administration ensuring fiscal policy and procedures are met.
• Assist the Executive Director in the absence of Administrative Services Director.
• Secure office facility and provide facility security as assigned.
• Provide Fiscal Department with monthly postage/copier counts and billing.
• Prepare and submit Purchase Orders for Administration Departments including Human Resources, Technology, Fiscal and THRIVE following Agency and Fiscal policies.
• Compose, type, and edit correspondences, reports, presentations and other material assigned through supervisor, proofreading for format, spelling, grammar, typos and general clarity.
• Monitor and maintain inventory of Administration Department office supplies as necessary.
• Data entry for Human Resources, Technology and Fiscal Departments.
• Maintain required records and submit all reports, data entry and paperwork as required by supervisor.
• Assist with electronic document imaging/filing system.
• Affix postage, seal and deliver outgoing mail to the Post Office, including bulk mailings following USPS regulations and Agency policies.
• Obtain and distribute Agency’s incoming mail.
• Maintain Agency Meeting Room calendars; create meetings and appointments in scheduling program.
• Annually update Administration, Meeting Room Calendars, Board meeting and Board Meeting Deadline.
• Route faxes to appropriate departments and store on Agency wide drive.
• Accurately record and relay messages to supervisor, Executive Director and other appropriate department personnel.

Job Factors

• Supervision of Others: Not responsible
• Safety of Others: Modest responsibility; compliance with established safety regulations.
• Contacts: Within own department and with other departments, customers, vendors, or the public.
• Physical Demand: Must be able to lift 25 pounds; requires sitting, standing, bending, stooping and reaching; physical ability to operate equipment specific to position.
• Travel: Must have reliable transportation and valid driver’s license with current auto insurance; travel for job duties, trainings and meetings as required.

General Agency Requirements

• Professionalism: Maintain positive work atmosphere, behave and communicate fostering good relations; treat customers, co-workers and public respectfully and courteously; continue to develop skills and abilities.
• Community Representation: Represent Lakes and Pines Community Action, Inc. in a positive manner; adhere to Community Action Code of Ethics; seek to understand poverty and barriers faced by community members.
• Confidentiality: Maintain confidentiality of agency, program and customer information.

Equal Opportunity Employer

An Equal Opportunity Employer/Contractor. In accordance with federal and state laws, Lakes and Pines CAC is an equal opportunity employer, contractor and provider of services. The Agency will maintain a policy of non–discrimination with all employees and applicants for employment. All aspects of employment with the Agency will be governed on the basis of merit, competence and qualifications and will not be influenced in any manner by race, color, creed, religion, sex, age, national origin, disability, public assistance status, marital status, veteran status, sexual orientation, or gender identity, status as a parent, familial status, or in a local human rights commission or any other legally protected status.