Administrative Specialist

Administrative Specialist

Reports To: Executive Director Direct Reports: None Location: Pine City, Minnesota Employment Status: Full-Time (35–40 hours per week)

Position Summary

A Place For You is a nonprofit organization that provides safe shelter, housing support, and essential services to adults and families experiencing homelessness throughout East Central Minnesota.

The Administrative Specialist serves as the organization's primary administrative support professional and works directly with the Executive Director to help ensure the daily operations of the organization run smoothly and efficiently. This position coordinates executive support, financial administration, benefits administration, communications, fundraising support, and general office operations while also providing administrative assistance to program staff.

The Administrative Specialist is often the first point of contact for employees, residents, donors, volunteers, community partners, and visitors. Success in this role requires strong organizational skills, attention to detail, professionalism, confidentiality, initiative, and excellent customer service.

This position is ideal for someone who enjoys variety, is comfortable balancing multiple priorities, and takes pride in helping others succeed.

Training will be provided on agency-specific systems, procedures, and nonprofit operations.

Estimated Allocation of Responsibilities

The percentages below represent the typical allocation of work. Actual duties may vary depending on organizational needs.

Area of Responsibility

Estimated Time

Executive & Administrative Support - 30%

Financial Administration & Benefits Support - 20%

Human Resources Administration - 15%

Communications & Marketing -15%

Program Administration & Resident Support - 10%

Fundraising & Development Support - 10%

Primary Responsibilities

1. Executive & Administrative Support (30%)

Purpose

Provide high-level administrative support to the Executive Director and assist with the efficient operation of the organization.

Responsibilities

• Manage calendars, appointments, and meeting schedules.
• Prepare agendas, reports, presentations, correspondence, and meeting materials.
• Coordinate Board of Directors meeting packets and supporting documents.
• Maintain electronic and paper filing systems.
• Assist with policy updates, procedures, and administrative projects.
• Order office supplies and coordinate vendor services.
• Answer telephones and direct inquiries appropriately.
• Welcome visitors, donors, volunteers, residents, and community partners.
• Assist with special projects as assigned by the Executive Director.

2. Financial Administration & Benefits Support (20%)

Purpose

Support the organization's daily financial operations and employee benefits administration.

Responsibilities

• Enter daily financial transactions into QuickBooks.
• Prepare bank deposits.
• Organize receipts, invoices, and financial documentation.
• Assist with accounts payable and payment processing.
• Prepare documentation for monthly reconciliations and annual audit activities.
• Maintain grant expenditure documentation as assigned.
• Assist with payroll preparation and payroll recordkeeping.
• Coordinate employee benefit enrollments, qualifying life event changes, and annual open enrollment.
• Serve as the administrative contact for insurance carriers regarding enrollment and eligibility.
• Maintain confidential benefit and payroll records.

3. Human Resources Administration (15%)

Purpose

Provide administrative support for employee onboarding, training, and personnel documentation.

Responsibilities

• Prepare new employee onboarding materials and orientation packets.
• Coordinate pre-employment paperwork and documentation.
• Maintain confidential personnel files.
• Track employee training requirements, certifications, and compliance.
• Monitor PTO records and administrative leave documentation.
• Assist with employee recognition activities.
• Support policy acknowledgement tracking.
• Maintain HR forms and employment documentation.
• Assist the Executive Director with administrative HR projects.

4. Communications & Marketing (15%)

Purpose

Support communication efforts that increase community awareness and strengthen donor engagement.

Responsibilities

• Update website content.
• Create and schedule social media posts.
• Assist with newsletters and email communications.
• Design flyers, brochures, and promotional materials.
• Prepare donor acknowledgements and thank-you letters.
• Assist with the Annual Report.
• Maintain branding consistency across communication materials.
• Coordinate success stories, testimonials, and photo releases in accordance with agency policies.
• Support grant communications and community outreach materials.

5. Program Administration & Resident Support (10%)

Purpose

Provide administrative support that allows program staff to focus on serving residents.

Responsibilities

• Enter program information into Apricot, HMIS, and other tracking systems.
• Prepare resident correspondence and documentation.
• Schedule resident appointments, meetings, and activities.
• Assist with program reporting.
• Provide occasional front desk coverage.
• Greet residents respectfully and professionally.
• Assist with resident meetings and workshops as assigned.
• Maintain professional boundaries while practicing trauma-informed communication.

6. Fundraising & Development Support (10%)

Purpose

Provide administrative support for fundraising activities and donor engagement.

Responsibilities

• Assist with fundraising event planning and logistics.
• Maintain donor records and mailing lists.
• Prepare event registration materials.
• Coordinate sponsorship documentation.
• Track donations and acknowledgements.
• Support volunteers during fundraising events.
• Assist with grant documentation and supporting materials.

General Responsibilities

The Administrative Specialist will:

• Maintain strict confidentiality of employee, resident, financial, and donor information.
• Demonstrate professionalism, reliability, and excellent customer service.
• Practice trauma-informed and culturally responsive communication.
• Follow organizational policies and procedures.
• Identify opportunities to improve administrative efficiency.
• Work collaboratively with staff, volunteers, contractors, community partners, and leadership.
• Perform other related duties as assigned to support organizational operations.

Qualifications

Required

• High school diploma or equivalent.
• Minimum of one year of administrative, office support, customer service, bookkeeping, or related experience.
• Strong organizational skills and attention to detail.
• Excellent written and verbal communication skills.
• Proficiency with Microsoft Office and Google Workspace.
• Ability to maintain confidentiality.
• Ability to manage multiple priorities independently.
• Ability to pass a criminal background check and DHS Background Study.
• Commitment to the mission and values of A Place For You.

Preferred

Experience in one or more of the following areas is preferred:

• Executive administrative support
• Bookkeeping or QuickBooks
• Payroll support
• Employee benefits administration
• Human resources administration
• Social media management
• Communications or marketing
• Fundraising support
• Nonprofit administration
• HMIS, Apricot, or similar database systems

We encourage applicants to apply even if they do not meet every preferred qualification. We value transferable skills, dependability, a willingness to learn, and a commitment to serving our community.

Compensation & Benefits

Hourly Wage: $19.75–$23.50 per hour, depending on qualifications and experience.

Benefits for Eligible Employees Include:

• Medical, Dental, and Vision Insurance
• Paid Time Off (PTO)
• Paid Holidays
• Life Insurance
• Retirement Plan

Equal Employment Opportunity

A Place For You is an Equal Opportunity Employer. We are committed to creating an inclusive workplace where all employees are treated with dignity and respect. Qualified applicants will receive consideration for employment without regard to any characteristic protected by applicable federal, state, or local law.

Pay: $19.75 - $23.50 per hour

Expected hours: 35.0 – 40.0 per week

Benefits:

• Dental insurance
• Employee assistance program
• Health insurance
• Paid time off

Work Location: In person

Salary : $20 - $24