Administrative Assistant | HUD | Minneapolis, MN

About the role

Tommy Nobis Center mission: Empowering People Through Employment. Vision: supportive communities where people with disabilities are afforded the opportunity to work. Veteran Friendly Employer.

Position Summary: Under the direct supervision of the Program Manager, Administrative Services and HUD field staff, this position provides administrative support to executive staff with office management responsibilities including budgeting, personnel records, and payroll. May work independently on projects requiring research and preparation of briefing charts and other presentation materials.

Work Environment: Reasonable accommodations may be made to enable individuals with disabilities to perform essential job functions.

Responsibilities

• Provide general office support functions.
• Provide clerical support including receptionist duties, faxing, filing, and assisting employees.
• Coordinate travel arrangements.
• Perform general administrative functions: answer telephone by third ring, route callers, take messages or forward to voicemail.
• Prepare and develop documentation for government review and approval: presentations, memoranda, correspondence, organizational charts, statistical reports; improve existing documentation.
• Monitor multiple general and specific delivery email boxes daily; determine urgency, forward or prepare responses, follow‑up, and route appropriately.
• Receive, inventory, store, and distribute mail and packages; package and label items for mailing or shipping.
• Scan documents into electronic filing system using Adobe Acrobat Pro or other scanning software.
• Set up equipment for video conference and satellite training.
• Schedule and coordinate conference calling as needed.
• Monitor office supply levels and recommend replenishment; complete necessary electronic and hard copy documentation to facilitate purchases.
• Ensure operation of equipment by completing preventive maintenance, calling for repairs, maintaining equipment inventories, evaluating new equipment and techniques.
• Operate all