Administrative Specialist

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.

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. Huma