Organization Description 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
Position Responsibilities Administrative Support • Assist assigned department with administrative support specific to that department (i.e. Human Resources, Higher Education, Community Impact, etc.) • 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. • Handle and secure incoming cash (rent payments, fees) & checks from staff, clients, tenants, and funders, accurately logged, issue receipts if applicable, scan, and forwarded to accounting in timely manner.
• 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. • Manage reservations, front office staff calendars and location calendars for space usage.
• Track agency office supply inventory, reorder and distribute • Coordinate Outreach Event pickups and drop-offs. • Coordinate van and other reservations. • Track and receive mail and deliveries, document, put in storage, and inform staff. • Fill in or cover at another Front Desk location when needed. • Organize storage rooms and files.
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. • Oversee the front desk email: daily receiving and responding to email requests appropriately
• Open and close the building and the front desk area daily according to protocols. • Clean and organize check-in table and replenish supplies. • Keep the lobby and reception area neat and presentable. • Assist HAP employees and clients with copying and faxing. • Effectively handle complaints and requests (building, supplies, directions, and or activities). • Assist with the monitoring of the security and safety around the building using video cameras and assess and identify any issues (i.e., doors not closing tightly, lights burned out, trip hazards, icy sidewalks, etc.). • Be knowledgeable of emergency and security procedures and handle security and emergency evacuations when these situations arise.
• Assist in overseeing front desk interns and volunteers, as applicable.
Other duties as assigned or required to further the goals of the program and HAP’s mission.
Essential Functions The following position requirements are representative of those that will be encountered while performing the responsibilities of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. • While performing the duties of this job, the employee is regularly required to, stand, sit; talk, hear, and use hands and fingers to operate a computer, phone and keyboard • Must be able to remain in a stationary position for sustained periods of time in an indoor setting • Ability to tolerate moderate noise levels (i.e. shared open office space with computers, phone, and printers, light traffic). • Must have the ability to move about the office to access files and office equipment • Must have access to reliable transportation for occasional travel for meetings at other HAP office locations, events and offsite meetings. • Occasional moving or lifting of boxes or files up to 20 pounds • Frequent communication via phone and email requiring ability to fluently speak, read, and write in English
HAP is an equal opportunity and affirmative action employer. Our organization will not discriminate against or harass any employee or applicant for employment because of race, color, creed, religion, national origin, sex, sexual orientation, disability, age, marital status, familial status, membership, or activity in a local human rights commission, or status with regard to public assistance. Individuals with disabilities in need of accommodation should contact us at hr@hmong.org.
Qualifications
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 • Possess excellent written and verbal communication skills • Strong attention to detail • Ability to problem solve and recommend effective processes • Must be willing to work occasional weekends and evenings when needed, and be flexible to a varying work schedule as necessary
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
Hmong American Partnership
saint Paul, Ramsey, Minnesota 55106
US