Administrative Specialist

Minnesota Council of Nonprofits; Shakopee (MN); On-site; USD 25,000 - 34,000; Part time

Benefits offered by this job

Benefits package

Health insurance

Dental and vision plans

Retirement contributions

Paid time off

Job summary

The Administrative Specialist is a part-time, benefits-eligible position based in Shakopee, Minnesota. The role delivers comprehensive administrative support across all CDA departments, greeting visitors, triaging inquiries, and ensuring efficient operations.

You will manage mail and supplies, update websites and databases, support housing program information, and assist with document management while maintaining confidentiality and professionalism in a diverse community.

Qualifications

• High School Diploma or GED required.
• Moderate administrative experience in nonprofit or social services preferred.
• Associate’s degree may substitute for up to two years experience.

Responsibilities

• Greet visitors and triage inquiries, directing to CDA resources.
• Provide accurate information on housing programs and services.
• Oversee mail, supplies, vendors, website updates and database entry.
• Enter data and run basic reports in housing software and spreadsheets.
• Assist with document management and archival per retention policies.
• Provide information referrals to clients as appropriate.
• Address front desk IT issues and vendor-related tasks.

Skills

Verbal communication

Written communication

Data entry

Customer service

Education

High School Diploma or GED

Associate’s Degree in Business Administration or related field

Tools

Microsoft Office

Housing management systems

Databases

Job description

The Administrative Specialist is a part-time position with a Monday through Thursday schedule. Despite the reduced schedule, this role is fully benefit-eligible. Selected candidate will be eligible for our comprehensive benefits package, including health care coverage, dental and vision plans, retirement contributions, paid time off, and more.

JOB PURPOSE

Create a welcoming and professional first impression of the Scott County Community Development Agency (CDA) office, connect guests and inquiries to the right CDA resources and deliver comprehensive administrative support across all agency departments to ensure efficient operations and high-quality client service.

ESSENTIAL FUNCTIONS

• Collaborate and work effectively with other team members to carry out the mission, vision and values of the CDA while providing excellent internal and external client service, which is responsive, considerate, and respects confidentiality.
• Create a welcoming, inclusive, and professional first impression for all CDA visitors and callers. Quickly evaluate client needs, identify and elevate emergency requests, provide accurate information regarding CDA housing and economic programs and services, and professionally de-escalate or triage complex inquiries across diverse populations.
• Oversee daily office support operations to ensure efficiency across agency departments. Manage incoming/outgoing mail and correspondence (including bulk mailings and shared email inboxes), order supplies, coordinate facility vendors, and support website updates and database entry.
• Accurately enter data, run reports, search, find and interpret basic household, service, and unit information in housing software systems and internal spreadsheets. Support housing clients in troubleshooting application and resident portals.
• Assist with daily document management activities—including scanning, committing files to digital storage, and record archiving—in accordance with CDA retention schedules and confidentiality standards.
• Keep up-to-date housing and general community resources information and provide information referrals to clients when relevant.
• Act as initial contact for IT issues and other vendors related to the front desk administration (phones, copiers, mail machine, shredding, etc).

REQUIREMENTS

• Consistently demonstrate alignment with Scott County CDA’s core values which guide us to be Collaborative, Equitable, Inventive and Attentive.
• Provide excellent service, which is responsive, considerate, and respects confidentiality.
• Apply excellent verbal and written communication skills to foster professional relationships and customer service with people of varying backgrounds and languages.
• Consistently demonstrate attention to details while balancing multiple tasks with interruptions.
• Demonstrate proficiency in Microsoft Office software, as well as housing management systems and databases.
• Maintain an organized space to promote a welcoming and professional environment.

EDUCATION & EXPERIENCE

• High School Diploma or GED.
• Moderate administrative experience preferably in a non-profit or social service office environment.
• An Associate’s Degree in Business Administration, Office Management, or a related field may substitute for up to two (2) years of experience.

CERTIFICATIONS

• Valid driver’s license in the State of Minnesota
• Notary Public – Willingness to obtain a Minnesota Notary Public commission if requested based on agency needs.

PHYSICAL REQUIREMENTS & WORK ENVIRONMENT

This work requires the occasional exertion of up to 10 pounds of force; work regularly requires sitting, speaking or hearing and repetitive motions, frequently requires standing and walking and occasionally requires using hands to finger, handle or feel, stooping, kneeling, crouching or crawling, reaching with hands and arms, pushing or pulling and lifting; work has standard vision requirements; vocal communication is required for expressing or exchanging ideas by means of the spoken word; hearing is required to perceive information at normal spoken word levels; work requires preparing and analyzing written or computer data, operating machines, operating motor vehicles or equipment and observing general surroundings and activities; work has no exposure to environmental conditions; work is generally in a moderately noisy location (e.g. business office, light traffic).
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.