Administrative Specialist

About the role

The Administrative Specialist is responsible for providing general administrative and operational support to a department or group of professionals, working under general supervision with a high degree of independence, discretion, and attention to detail. This role supports the effective functioning of the team by managing administrative processes, coordinating meetings and logistics, maintaining records, and responding to routine and non‑routine inquiries.

Responsibilities

• Produce, update, and provide best practice support on documents, databases, and other departmental systems. Tasks may include purchasing materials, entering budgetary information, and recording time and expenses.
• Schedule appointments, make arrangements for meetings and conferences, and organize travel plans, following detailed instructions to facilitate meetings and events.
• Respond to routine requests using form letters or emails; respond to more unusual requests by editing templates to create customized responses.
• Create, organize, and maintain files for correspondences and records.
• Prepare routine letters, memoranda, reports, and similar documents following detailed instruction. This is likely to involve using the full range of functions within standard office software.
• Organize own work schedule in order to get the job done, coordinating with support services and assigning short‑term tasks to others if necessary.
• Extract relevant data from information provided by others, and input it into spreadsheets or standard formats.
• Extract simple/automatic data in various forms (graphs, charts, etc.) to include in reports.
• Develop working knowledge of the organization's policies and procedures and of regulatory codes and codes of conduct relevant to own work, adhering to mandatory procedures to ensure own work is undertaken to the required standards.
• Support others by carrying out simple procurement tasks. Involves following established procedures.
• Develop and maintain excellent process or technical skills by participating in assessment and development planning activities as well as formal and informal training and coaching.
• Other duties as assigned.

Requirements

• Associate’s degree or higher in the related field OR a combination of post‑secondary training, professional education, and related experience equivalent to two (2) years.
• One (1) year of advanced clerical support experience; of which the total years of experience include: Experience with Office 365, SharePoint, One Drive, and/or Microsoft Teams.

Skills

• Able to perform well in a fast‑paced environment.

Benefits

• Collaboration, respect, and belonging are core values.
• Paid volunteer time for staff.
• Recognized by Top Workplaces annually since 2016.
• Values: Seek, Be curious, Empower, Be accountable and liberate others, Impact, Be a difference maker.

Pay

Hourly range: $25.31 – $31.64 (Grade 11, Non‑Exempt). This range reflects the minimum to midpoint of the grade; salary may exceed the midpoint and will commensurate with experience.

Schedule

Full‑time regular position with 40 scheduled hours per week. Hybrid role requiring office presence 2‑3 days per week; ideal candidate within reasonable driving distance of Staples, MN.