Administrative Specialist

Job Description

Job Description

Job Title:Administrative Specialist 

Department:Finance 

Primary Location:Minneapolis Avenues 

Reports To:Director of Finance 

Employment Status:Full-Time, Hourly, Nonexempt

Core Schedule:40 hours/week, on-site 9am-5pm 

Pay Range:$20.77-$22.50 

 

ORGANIZATIONAL INFORMATION  

Avenues for Youth provides emergency shelter, transitional housing, rapid re-housing, collective housing, and host homes housing for youth and young families experiencing housing instability and homelessness. We strive to do that in a safe and nurturing environment through a social justice lens. Avenues seeks to partner with youth and young families while they define their experiences, life dreams and future. Our work takes into account historical trauma, systems of oppression, and intersectionality while being grounded in the power of resiliency, healing, and community.

 

POSITION DESCRIPTION  

This role keeps operations running smoothly by providing essential administrative support to management and staff. The Administrative Assistant serves as a key point of contact for day-to-day office operations, ensuring efficient workflows, accurate records, and seamless communication across the organization. 

PRIMARY DUTIES AND RESPONSIBILITIES  

The following duties are normal for this position. These duties are not to be construed as exclusive or all-inclusive.

Front Desk and Administrative Duties: 

• Greet visitors, answer phones, and direct calls to appropriate staff members. 
• Admit youth shelter residents and staff into shelter residential area. 
• Maintain a professional and welcoming presence in the office. 
• Direct visitors and contractors to appropriate offices and meeting spaces within the building. 
• Manage mail distribution and package receipt. 
• Monitor general email, respond to basic queries or redirect to appropriate staff members. 
• Support Executive Director with meeting scheduling and calendar management. 
• Provide general administrative support to staff as needed. 

Basic IT Support and Technology Management 

• Provide basic technical support to staff, such as dealing with printer jams, help connecting to building wi-fi, and troubleshooting other common hardware and software issues. 
• Coordinate with IT vendor and track support tickets for hardware repairs and software issues. 
• Manage and maintain the organizational intranet, including updating content, adding resources, and ensuring accessibility. 

Scheduling and Space Management 

• Schedule and manage community room and meeting space reservations using organizational systems. 
• Coordinate with staff to resolve scheduling conflicts and optimize space utilization. 
• Maintain an updated master calendar of room bookings and availability. 
• Ensure meeting spaces are prepared, cleaned, and equipped for scheduled events. 
• Maintain a centralized calendar of organizational meetings and events. 

Supply Management & Space Organization 

• Keep office spaces and common areas clean, organized, and professional. 
• Maintain the breakroom, including restocking supplies, ensuring cleanliness, and managing equipment. 
• Manage and organize storage spaces and filing systems for easy staff access. 
• Monitor and maintain adequate inventory of office supplies, cleaning products, and other materials. 
• Coordinate with facilities management on equipment maintenance and restocking needs. 

Bookkeeping & Financial Administration 

• Process invoices and assist with other accounts payable tasks, ensuring timely and accurate payment processing. 
• Support the preparation of monthly financial reports and budget tracking. 
• Maintain organized financial records and documentation for auditing purposes. 

Meeting Support & Documentation 

• Attend board committee meetings and prepare accurate, organized meeting notes and minutes. 
• Coordinate logistics for staff meetings, including ordering food and beverages as needed. 
• Make copies of meeting materials and distribute them to attendees. 
• Donor Relations Support 
• Mail donor acknowledgement letters in a timely and professional manner. 
• Accept pre-approved in-kind donations and associated documentation and provide applicable acknowledgement. 

QUALIFICATIONS 

Education and Experience 

• High school diploma or equivalent required; Associate's degree or some college-level coursework preferred. 
• Minimum of 2 years of administrative or office management experience. 
• Experience with basic bookkeeping preferred. 
• Familiarity with office software and IT troubleshooting a plus. 

Knowledge, Skills, and Abilities 

Technical & Analytical 

• Proficiency in Microsoft Office 365 required and familiarity with QuickBooks Online preferred. 
• Strong organizational and record-keeping skills. 
• Ability to manage multiple tasks and prioritize effectively. 
• Strong writing, verbal, and communication skills. 
• General office skills and ability to operate standard office equipment. 

Interpersonal & Professional 

• Welcoming communicator with a professional demeanor. 
• Ability to work collaboratively with diverse teams. 
• Practice good judgment, reliability, and attention to detail. 
• Discretion and ability to maintain confidentiality of sensitive information. 
• Commitment to equity, inclusion, and community-centered work. 

Organizational & Reliability  

• Ability to manage multiple tasks, work independently, and adapt quickly to changing priorities. 
• Strong commitment to accuracy and quality in all work. 
• Commitment to maintaining confidentiality of personnel, financial, and organizational information. 
• Ability to successfully complete a background check, including a Minnesota Department of Human Services (DHS) background study.

PHYSICAL DEMANDS 

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. While performing the duties of this job, the employee is regularly required to sit, stand, bend, twist, kneel, and communicate. The employee must regularly lift and/or move up to 25 pounds. 

OUR COMMITMENT TO DIVERSITY, EQUITY & INCLUSION (DEI)

Avenues for Homeless Youth is an Equal Opportunity/Affirmative Action employer. We embrace diversity, foster inclusion, and do our work through an equitable lens. Persons of color, women, members of the LGBTQ community, veterans, other minorities, and individuals with disabilities are strongly encouraged to apply.

In compliance with the Americans with Disabilities Act, the organization will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.