Office Administrative Specialist

Office Administrative Specialist

Dakota Woodlands is a nonprofit organization based in Eagan, MN. It is dedicated to creating a safe and supportive environment for families experiencing homelessness. Our mission is to help individuals achieve stability and independence through comprehensive support and compassionate care. We offer housing, resources, and programs designed to help families rebuild their lives and find success. Clients at Dakota Woodlands receive nutritious meals, private bedrooms, personal care products, seasonal clothing, and opportunities to develop essential life skills through targeted case management and family goal planning, which promote their ability to succeed independently.

The Office Administrative Specialist serves as the primary receptionist and first point of contact for Dakota Woodlands. This role helps create a welcoming, professional, and safe environment for clients, visitors, and staff. The Office Administrative Specialist manages visitor access, phones, mail, and front desk operations while ensuring confidentiality, professionalism, and compliance with organizational policies.

Working closely with the Operations & Facilities Supervisor and other staff, this position supports daily shelter operations by maintaining accurate documentation, assisting clients with basic needs, coordinating front desk logistics, and ensuring safety procedures are followed.

The ideal candidate demonstrates compassion, strong organizational skills, professionalism, and a trauma-informed approach when interacting with families experiencing homelessness.

Areas of Responsibility:

Front Desk Operations & Reception:

• Serve as the first point of contact for clients, visitors, staff, and community partners.
• Greet visitors and clients in a professional, welcoming, and respectful manner.
• Answer phones, respond to inquiries, and route communications to appropriate staff.
• Monitor visitor access to ensure building entry policies are followed.
• Ensure individuals on the restricted list are not allowed access to the facility.
• Maintain awareness of building activity and communicate concerns to appropriate staff.
• Ensure all required licenses and postings are displayed at the front desk in accordance with regulations.
• Order and maintain required workplace postings and labor law notices as required by Minnesota labor laws.
• Maintain a clean, organized, and professional front desk area.

Visitor Management & Safety:

• Monitor and manage visitor entry during approved visiting hours.
• Ensure visitors sign in according to organizational procedures.
• Provide facility tours to approved guests during public hours with Executive Director approval.
• Follow all safety procedures and communicate any concerns to leadership.

Client Support & Communication:

• Assist clients with routine needs such as accessing supplies or information about available services.
• Provide respectful guidance to clients navigating the facility.
• Maintain a trauma-informed and compassionate approach when interacting with clients.
• Maintain professional boundaries with both clients and staff.
• Relay messages to clients and staff appropriately and confidentially.
• Document relevant updates or operational notes in the live communication log used by staff.
• Work with Case Managers to assist with secure storage of client medications when required.

Administrative & Documentation Duties:

• Maintain accurate records of client interactions and operational updates as required.
• Manage incoming and outgoing mail for staff and clients, ensuring it is distributed properly.
• Receive and document donations using in-kind donation forms, providing copies to the Volunteer & Outreach Coordinator.
• Properly secure cash or check donations by placing them in the designated black box and completing internal control documentation.
• Maintain updated staff directories and front desk reference materials.
• Update forms, signage, and information posted at the front desk as requested by leadership or department leads.

Supply & Resource Coordination:

• Provide approved items or supplies to clients and maintain accurate logs of items distributed.
• Maintain organized storage of front desk materials and resources.
• Assist with ordering or restocking front desk supplies when needed.

Meeting & Facility Support:

• Prepare conference rooms for meetings, including setting up tables, chairs, supplies, snacks, or beverages as requested.
• Assist with maintaining cleanliness and organization in front entry areas and common spaces.
• Ensure front desk and reception areas remain clean, tidy, and welcoming.
• Coordinate holiday decorations or seasonal updates for front lobby and common areas.

Operational Coordination:

• Ensure front desk coverage is maintained during scheduled hours.
• Coordinate with supervisors, volunteers, or staff if temporary coverage is needed when stepping away.
• Communicate important operational updates through the staff live log and internal communication channels.
• Support other operational tasks that assist with the smooth functioning of the shelter.

Team Collaboration & Professional Expectations:

• Maintain professionalism, punctuality, and strong communication at all times.
• Protect confidential client information and follow privacy policies.
• Follow Dakota Woodlands policies related to safety, boundaries, and client interactions.
• Participate in staff meetings, trainings, and professional development opportunities.
• Promote a respectful and welcoming environment for clients, staff, and visitors.
• Perform additional duties as assigned to support Dakota Woodlands' mission and operations.

Qualifications:

• High school diploma or equivalent required; coursework in social work, human services, or related fields is a plus.
• Experience in customer service, reception, or front desk operations preferred.
• Strong interpersonal and communication skills with the ability to work respectfully with diverse populations.
• Ability to maintain professionalism and discretion when handling confidential information.
• Strong organizational skills and attention to detail.
• Ability to manage multiple tasks while maintaining a welcoming and professional environment.
• Proficiency in basic computer applications including Microsoft Office and data entry systems.
• Commitment to Dakota Woodlands' mission and values.

Working Conditions:

• Position is based at Dakota Woodlands in Eagan, Minnesota.
• Work is primarily performed at the front desk in a client-centered shelter environment.
• Role may involve interacting with individuals experiencing crisis or sensitive situations and requires professionalism and empathy.
• Requires sitting or standing for extended periods and performing light cleaning or organizational tasks.
• May involve lifting items up to 25 pounds.
• Regular use of computers, phones, and communication systems is required.

How to Apply Interested candidates should submit a resume and cover letter detailing their qualifications and interest in the position.

Dakota Woodlands is an equal opportunity employer. Opportunities for employment are available to all persons, regardless of race, color, creed, religion, national origin, sex, sexual orientation, gender identity, disability, age, marital status, or status with regard to public assistance. Dakota Woodlands' facilities are accessible. Individuals who have experienced homelessness are encouraged to apply.

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