Administrative Support Technician

St. Paul Public Housing Agency; Saint Paul (MN); On-site; USD 25,000 - 39,000; Full time

Job summary

The St. Paul Public Housing Agency is seeking an Administrative Support Technician to join the Maintenance department in Saint Paul, MN. The role involves typing reports and memos, maintaining filing systems, updating handbooks, and processing forms and invoices while coordinating office supplies and communications.

Incumbents will handle data entry, minutes, and scheduling, with attention to accuracy and customer service. A high school diploma and basic office experience are required.

Qualifications

• Education: Graduation from high school or GED.
• Experience: 6 months of administrative support or related work.
• Microsoft Office and basic data entry skills.
• Strong customer service and writing abilities.

Responsibilities

• Type letters, memos, reports and correspondence for department activities.
• Maintain filing systems and update databases and handbooks.
• Process invoices and purchase orders; notarize documents when needed.
• Schedule meetings, take minutes, and manage departmental communications.
• Coordinate office supplies and service of equipment; handle mail and faxes.

Skills

Customer service

Record keeping

English grammar

Communication

Data entry

Office software

Education

High school diploma or GED

Job description

Description
Open Internally until October 22, 2026.
Open Externally until October 29, 2026.
Class Title: Administrative Support Technician
Position Title: Administrative Support
Accountable To: Assistant Maintenance Director
Department: Maintenance
Band: A
Grade: 1
Subgrade: 3
Come join one of the nation’s highest ranked housing agencies. Be a part of an innovative and creative team of individuals committed to serving the community by providing affordable, quality housing.
The St. Paul Public Housing Agency (PHA) has been serving the community for over 45 years. St. Paul PHA is an independent agency that owns and operates affordable rental housing for low-income families and individuals throughout the City, with subsidies from the U.S. Department of Housing and Urban Development (HUD). The PHA provides approximately 4,273 affordable rental units in hi-rise buildings, townhomes, and scattered site single family and duplex homes. The PHA administers 5,242 Housing Choice Vouchers, paying over 45 million annually in federal rent subsidies to private owners who rent units to eligible families and individuals with very low incomes.
Mission Statement
The PHA helps families and individuals with low incomes achieve greater stability and self-reliance by providing safe, affordable, quality housing and links to community services.
Employment Benefits
The PHA offers a generous employee benefits package. The standard package includes paid vacation and sick leave; eleven paid designated holidays and two paid floating holidays; health and dental insurance coverage; and an employer pension contribution equal to 7% of employee's salary (employee contributes 5%). Additional benefits vary by contract or Supervisory and Confidential (S&C) policies.
Class Summary: Incumbents perform a wide variety of office support activities which require routine decision making and office experience
Distinguishing Characteristics: The Administrative Support Technician is the second of a four-level administrative support series and is distinguished from the Administrative Support Assistant by its responsibility for performing a variety of office support activities requiring routine decision making and office experience. The Administrative Support Technician is distinguished from the Administrative Support Specialist which is responsible for performing specialized activities related to the area assigned to.
Position Summary: Incumbents are responsible for typing a wide variety of reports, forms, memos and correspondence; tracking a wide variety of data for preparing routine reports; maintaining filing systems; updating handbooks; and, receiving and processing a wide variety of forms and documents.
Duties

• Type letters, memos, reports, and other documents related to departmental activities. Type, assemble, distribute and mail forms, correspondence, and documents. Process invoices and purchase orders. Notarize documents where needed.
• Maintain filing, databases and other record keeping systems for the department. Solicit current contact information, data and documents from Contractors, vendors and staff as needed to maintain current files and databases.
• Enter department data to maintain and update required reports, manuals and databases.
• Additional Administrative Support duties include, but not limited to:
• Responsible for distribution of departmental mail, faxes, and similar documents.
• Receive and record messages for personnel.
• Schedule and confirm attendance at meetings and makes space arrangements.
• Take and prepare minutes of departmental and staff meetings.
• Track deadlines for assignments given to Maintenance Contracts staff.
• Obtain current data from HUD, the Department of Labor and other Agencies as needed to maintain databases.
• Coordinate servicing of office equipment and telephones.
• Coordinate office supply needs for department and other staff; assist in selection, process orders, distribute supplies.
• Assist in the design and formatting of forms and documents.
• Must abide by all Board approved policies, policies prohibiting discrimination and harassment, executive communications, administrative procedures, and safety procedures established by the PHA.
• Must travel to various PHA sites and other locations that are required by the nature of the work.
• Performs other duties of a similar nature or level.

Requirements
Knowledge (position requirements at entry):
Knowledge Of

• Customer service techniques and telephone etiquette;
• Basic record keeping practices;
• English grammar and punctuation.

Skill In
Skills (position requirements at entry):

• Using a computer and related software applications;
• Preparing clear and concise memos;
• Tracking and monitoring expenditures;
• Operating multiple phone lines;
• Filing;
• Using office equipment such as fax machines, telephones, printers, and copiers;
• Maintaining files, databases and records;
• Writing work orders;
• Performing basic mathematical calculations;
• Communication, interpersonal skills as applied to interaction with coworkers, supervisor, the general public, etc. sufficient to exchange or convey information and to receive work direction.

Required Qualifications

• Education: Graduation from high school or GED
• Experience: 6 months of relevant experience such as administrative support, customer service, general office or relevant field.

Preferred Qualifications

• Experience: Additional 1 year or more relevant experience

Licensing Requirements (position Requirements At Entry)

• Valid Driver’s License and vehicle available for work is preferred

Physical Requirements
Light Work (Exerting up to 20 pounds of force occasionally, or up to 10 pounds of force frequently, or a negligible amount of force constantly to move objects. Even though the weight lifted may be only a negligible amount, a job should be rated light work: [1] when it requires walking or standing to a significant degree; or [2] when it requires sitting most of the time but entails pushing or pulling of arm or leg controls; or [3] when the job requires working at a production rate pace entailing the constant pushing or pulling of materials even though the weight of those materials is negligible.)