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Hmong American Partnership (HAP) is a social service and community development organization whose mission is to empower the community to embrace the strengths of our cultures while achieving our potential. HAP accomplishes its mission by:
Improving the lives of individuals and families in our diverse communities by providing culturally sensitive social services. Strengthening neighborhoods by providing housing, community, and economic development opportunities. Promoting the rich heritage of our ethnic communities. HAP’s vision is to reach out to the world with profound social, economic, and educational transformation.
Primary Function of the Position
Under the direction of the Administrative Services Manager, the Administrative Specialist will be responsible for helping to facilitate a welcoming and safe environment for all clients, guests, and participants. With a strong sense of customer service, the Administrative Specialist manages the front desk, greets guests, offers resources, answers questions, and routes calls and information in a timely and professional manner. The Administrative Specialist will also be responsible for providing specialized administrative support unique to the department assigned.
Responsibilities
Administrative Support
Assist in implementing procedures and best practices for increased productivity. Prepare reports with attention to detail for management and executive use. Assist with accounts payable invoicing and PRF processing, including reviewing for accuracy, ensuring correct expense account coding, and processing all invoices promptly. Ensure confidentiality of sensitive and confidential information for clients and staff. Assist with coordination of executive meetings, catering, and provide admin. support to the Executive Team.
Front Desk and Phone Management
Provide professional, high-quality customer service to all clients, participants, guests, and staff at all times. Welcome visitors to the building, help determine their needs, answer questions, and direct visitors to the appropriate destination and/or staff member. Answer, screen, and direct telephone calls; provide appropriate information and resources to callers. Effectively handle complaints and requests (building, supplies, directions, and or activities). Assist in overseeing front desk interns and volunteers, as applicable.
Qualifications
Education and Experience
High School Degree or GED Equivalent Required Minimum of Two Years of Experience in an administrative office setting Ability to communicate in Hmong at a conversational level Ability to use various electronic communication tools including Office 365 programs and other miscellaneous databases
Skills, Knowledge and Abilities
Excellent customer service skills and ability to effectively interact with and assist employees, clients, participants and guests at all levels of the organization Ability to work with diverse staff, clients, and organizations, and provide effective supervision to a multilingual and multi-ethnic staff Ability to appropriately and discreetly handle confidential information Ability to apply effective time management and self-management skills in a busy work environment; ability to meet deadlines despite regular interruptions Exceptional organizational skills
This position is eligible for benefits including: Medical Insurance, Health Savings Account, Dental Insurance, Vision Insurance, Short & Long Term Disability, 401K, and Paid Time Off (PTO).
Hmong American Partnership
Saint Paul, Minnesota, Minnesota 55103-1933
US
