Administrative Specialist

Job Title:

Administrative Specialist

Department:
Finance

Primary

Location:

Minneapolis Avenues

Reports To:

Director of Finance

Employment Status:
Full-Time, Hourly, Nonexempt

Core

Schedule:

40 hours/week, on-site 9am-5pm

Pay Range: $20.77-$22.50

Avenues for Youth provides emergency shelter, transitional housing, rapid re-housing, collective housing, and host homes housing for youth and young families experiencing housing instability and homelessness. We strive to do that in a safe and nurturing environment through a social justice lens. Avenues seeks to partner with youth and young families while they define their experiences, life dreams and future. Our work takes into account historical trauma, systems of oppression, and intersectionality while being grounded in the power of resiliency, healing, and community.

This role keeps operations running smoothly by providing essential administrative support to management and staff. The Administrative Assistant serves as a key point of contact for day-to-day office operations, ensuring efficient workflows, accurate records, and seamless communication across the organization.

The following duties are normal for this position. These duties are not to be construed as exclusive or all-inclusive.

• Greet visitors, answer phones, and direct calls to appropriate staff members.
• Admit youth shelter residents and staff into shelter residential area.
• Maintain a professional and welcoming presence in the office.
• Direct visitors and contractors to appropriate offices and meeting spaces within the building.
• Manage mail distribution and package receipt.
• Monitor general email, respond to basic queries or redirect to appropriate staff members.
• Support Executive Director with meeting scheduling and calendar management.
• Provide general administrative support to staff as needed.

• Provide basic technical support to staff, such as dealing with printer jams, help connecting to building wi-fi, and troubleshooting other common hardware and software issues.
• Coordinate with IT vendor and track support tickets for hardware repairs and software issues.
• Manage and maintain the organizational intranet, including updating content, adding resources, and ensuring accessibility.

• Schedule and manage community room and meeting space reservations using organizational systems.
• Coordinate with staff to resolve scheduling conflicts and optimize space utilization.
• Maintain an updated master calendar of room bookings and availability.
• Ensure meeting spaces are prepared, cleaned, and equipped for scheduled events.
• Maintain a centralized calendar of organizational meetings and events.

• Keep office spaces and common areas clean, organized, and professional.
• Maintain the breakroom, including restocking supplies, ensuring cleanliness, and managing equipment.
• Manage and organize storage spaces and filing systems for easy staff access.
• Monitor and maintain adequate inventory of office supplies, cleaning products, and other materials.
• Coordinate with facilities management on equipment maintenance and restocking needs.

• Process invoices and assist with other accounts payable tasks, ensuring timely and accurate payment processing.
• Support the preparation of monthly financial reports and budget tracking.
• Maintain organized financial records and documentation for auditing purposes.

• Attend board committee meetings and prepare accurate, organized meeting notes and minutes.
• Coordinate logistics for staff meetings, including ordering food and beverages as needed.
• Make copies of meeting materials and distribute them to attendees.
• Donor Relations Support.
• Mail donor acknowledgement letters in a timely and professional manner.
• Accept pre-approved in-kind donations and associated documentation and provide applicable acknowledgement.

• High school diploma or equivalent required;
  Associate's degree or some college-level coursework…