Administrative Specialist

Sourcewell Technology; United States; Hybrid; USD 34,000 - 44,000; Full time

Job summary

Sourcewell is hiring an Administrative Specialist to support a department with gatekeeping, meeting coordination, and document management.

The role emphasizes independence, accuracy, and discretion, with the need to handle routine inquiries and procurement tasks within a hybrid work arrangement.

Qualifications

• Associate degree or higher in related field or equivalent combination of post-secondary training and related experience (2 years).
• 1 year of advanced clerical support experience; includes experience with Office 365, SharePoint, OneDrive and/or Microsoft Teams.

Responsibilities

• Produce, update, and provide best practice support on documents, databases, and other departmental systems.
• Tasks may include purchasing materials, entering budgetary information, and recording time and expenses.
• Schedule appointments, arrange meetings and conferences, and organize travel per instructions.
• Respond to routine requests using form letters or emails; edit templates for customized replies.
• Create, organize, and maintain files for correspondences and records.
• Prepare routine letters, memoranda, and reports following detailed instructions.
• Utilize standard office software applications to perform duties.
• Organize own schedule and coordinate with support services.

Skills

Office administration

Clerical support

Education

Associate degree or higher in related field

Tools

Office 365

SharePoint

OneDrive

Microsoft Teams

Job description

Position Title: Administrative Specialist Salary Range: Administrative Specialist (Grade 11, Non-Exempt). Hourly range: $25.31 - $31.64. This range reflects the minimum to midpoint of the grade. Salary may exceed the midpoint and will commensurate with experience.

Job Description Summary: The Administrative Specialist is responsible for providing general administrative and operational support to a department or group of professionals, working under general supervision with a high degree of independence, discretion, and attention to detail. This role supports the effective functioning of the team by managing administrative processes, coordinating meetings and logistics, maintaining records, and responding to routine and non‑routine inquiries.

Essential Duties and Responsibilities

• Produce, update, and provide best practice support on documents, databases, and other departmental systems.
• Tasks may include purchasing materials, entering budgetary information, and recording time and expenses.
• Schedule appointments, make arrangements for meetings and conferences, and organize travel plans, following detailed instructions to facilitate meetings and events.
• Respond to routine requests using form letters or emails; respond to more unusual requests by editing templates to create customized responses.
• Create, organize, and maintain files for correspondences and records.
• Prepare routine letters, memoranda, reports, and similar documents following detailed instruction.
• This is likely to involve using the full range of functions within standard office software.
• Organize own work schedule in order to get the job done, coordinating with support services and assigning short-term tasks to others if necessary.
• Extract relevant data from information provided by others, and input it into spreadsheets or standard formats.
• Extract simple/automatic data in various forms (graphs, charts, etc.) to include in reports.
• Develop working knowledge of the organization's policies and procedures and of regulatory codes and codes of conduct relevant to own work, adhering to mandatory procedures to ensure own work is undertaken to the required standards.
• Support others by carrying out simple procurement tasks.
• Involves following established procedures.
• Develop and maintain excellent process or technical skills by participating in assessment and development planning activities as well as formal and informal training and coaching.
• Other duties as assigned.

Additional Job Description

Required Qualifications

• Associate’s degree or higher in the related field OR a combination of post-secondary training, professional education, and related experience equivalent to two (2) years.
• One (1) year of advanced clerical support experience; of which the total years of experience include: Experience with Office 365, SharePoint, One Drive, and/or Microsoft Teams

Preferred Qualifications

Able to perform well in a fast-paced environment

Location

This is a hybrid position and is subject to Sourcewell's telecommuting policies and procedures. This role is required to have the ability to be in the office 2-3 days per week, based on business needs. The ideal candidate should be within a reasonable driving distance from Staples, MN.

Full Time/Part Time

Full time

Position Type

Regular

Scheduled Hours

40

Company Culture

At Sourcewell, collaboration, respect, and belonging are the core of who we are. We believe in giving back to the community, offering paid volunteer time for staff, and supporting one another to do our best work. We’re proud to have been recognized by Top Workplaces, the nation’s leading employer recognition program, annually since 2016. Our values: Seek. Be curious. Empower. Be accountable and liberate others. Impact. Be a difference maker. Sourcewell empowers public employees through dynamic solutions and services that drive efficiency and impact. As a government organization serving thousands of public agencies across the United States and Canada, Sourcewell understands the day-to-day challenges public employees face. From cooperative contracts and related solutions, to education and community resources, Sourcewell is committed to providing high-quality service while supporting community success. We are guided by our core values of Seek – be curious, Empower – be accountable and liberate others, and Impact – be a difference maker. Join us and make a lasting impact. Sourcewell exists to empower community success. We stand with our partners in government and education striving to recognize and honor the differences in each of our community members. We are committed to removing barriers to equity. Values Seek. Be curious. Empower. Be accountable and liberate others. Impact. Be a difference maker

Application Eligibility

Sourcewell is currently accepting applications from all U.S. states except the following: California, Colorado, Connecticut, Illinois, Maryland, Massachusetts, New Hampshire, New Jersey, New York, Oregon, Rhode Island, Vermont, Washington D.C., and Washington. Applicants living in or planning to relocate to a state not on this list are encouraged to apply.