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 The administrative specialist plays a crucial role in ensuring the smooth and efficient operation of our offices, making it a part of our team’s success. Under the direction of the Administrative Services Manager, the Administrative Specialist is responsible for helping to facilitate a warm, welcoming, and safe environment for all clients, guests, and participants, including opening and closing the office building. 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 Front Desk and Phone Management • Provide professional, high-quality customer service to all clients, participants, guests, and staff at all times. • Great and 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 inbox: daily receiving and responding to email requests appropriately
• Open and close the building and the front desk area daily according to protocols. • Track and manage agency office supply inventory, reorder, and distribute. • 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.
Administrative Support • Assist assigned department with administrative support specific to that department (i.e. Human Resources, Finance, Development, Economic Prosperity, Community Impact, Workforce Development, Facilities, OIC Academy, Communication, 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, including reviewing for accuracy, ensuring correct expense account coding, and processing all invoices in a timely manner. • Handle and secure incoming cash (rent payments, fees) & checks from staff, clients, tenants, and funders, accurately log, issue receipts if applicable, scan, and forward to accounting in a timely manner.
• Ensure confidentiality of sensitive and confidential information for clients and staff. • Assist with the coordination of executive meetings, catering, and provide administrative support. Support to the Executive Team. • Manage reservations, front office staff calendars, and location calendars for space usage.
• Coordinate Outreach Event items/materials pickups and drop-offs. • Track, receive, and document mail and deliveries, and collaborate with the Facilities Team to distribute mail. • Cross-train with other Administrative Specialists to fill in front desk coverage at other locations as needed. • Organize storage rooms and files. • 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 off-site meetings. • Occasional moving or lifting of boxes or files up to 20 pounds. • Frequent communication via phone and email requires the ability to fluently speak, read, and write in English.
Benefits All full-time (30+ hours per week) Hmong American Partnership (HAP) employees enjoy: • Comprehensive Benefits Package: Medical Insurance, Dental Insurance, Vision Insurance, Life Insurance, STD, LTD, Accident & Critical Illness, 16 Days of Paid Time Off (PTO) + an organization-wide Mental Health Week, 11 Holidays, 401K, and more! • Career Development: Training & Professional Development Opportunities!
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. • Reliable and professional work ethic. • Ability to work with diverse staff, clients, and organizations, and provide effective supervision to a multilingual and multi-ethnic staff. • Experience in handling and maintaining confidential information appropriately and discreetly. • Ability to apply effective time management and self-management skills in a busy work environment; ability to meet deadlines despite regular interruptions. • Strong organizational and multitasking abilities. • Ability to work under pressure and meet deadlines. • Knowledge of basic accounting and budgeting practices. • Exceptional organizational skills and strong attention to detail and accuracy. • Possess excellent written and verbal communication skills. • Ability to problem solve and recommend effective processes. • Flexibility and adaptability in a dynamic work environment. • Must be willing to work occasional weekends and evenings when needed, and be flexible to a varying work schedule as necessary.
Education and Experience • Associate degree preferred in business administration or a related field. • Minimum of three years of experience in an administrative office setting. • Communicate in Hmong at a conversational level is strongly preferred. • Proficiency in Microsoft Office 365 programs (Word, Excel, PowerPoint, Outlook, etc.) • Experience with office management software and tools, and/or other miscellaneous databases • Valid driver’s license.
Hmong American Partnership
Saint Paul, Minnesota, Minnesota 55103
US
