Administrative Assistant | HUD | Minneapolis, MN

Administrative Assistant | HUD | Minneapolis, MN

Tommy Nobis Center Mission: Empowering People Through Employment

Vision: Tommy Nobis Center envisions supportive communities where people with disabilities are afforded the opportunity to work.

Tommy Nobis Center is a Veteran Friendly Employer

Under the direct supervision of the Program Manager, Administrative Services and HUD field staff, this position will provide administrative support to executive staff with office management responsibilities to include budgeting, personnel records, and payroll. The Administrative Assistant may be required towork independently on projects requiring research and preparation of briefing charts and other presentation materials.

Services include the following general support functions but are not limited to the following tasks which are broken into the following categories:

• Provide clerical support to include receptionist duties, faxing,filing and assisting employees.
• Perform general administrative functions in support of day-to-day operations, including answering the telephone by the third ring,correctly route callers and take messages or forward to voicemail,as appropiate.
• Prepare and develop documentation for Government review and approval, which includes presentations, memorandum, correspondence,organizational charts and statistical reports and/or improving onthe quality of existing documentation in support of program management functions, including but not limited to the use of Office Management System.
• Monitor multiple general and specific delivery email boxes daily;review emails to determine urgency and forward or prepare responses to emails, follow-up and route approrpriately.
• Receive, inventory, store and distribute mail and packages received by the office; package and label items to be mailed or shipped.
• Scan documents as required, including scaning into electronic filing system, using Adobe Acrobat Pro or other scanning software.
• Set up equipment required for video conference and satellite training.
• Schedule and coordinate conference calling as needed.
• Monitor office supply levels and recommend replenishment asneeded, including completion of necessary electronic and hard copy documentation to facilitate purchases as determined by the government.
• Ensure operation of equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques.
• Operate all office equipment provided including copiers, fax machines, printers, scanners, binding machines, etc.
• Other duties as assigned.

• Mission driven, guided by core values and a pleasure to work with.
• As the Administrative Assistant will be privy to private and sensitive information, the Administrative Assistant must be trustworthy and work with integrity at all times.
• Knowledge of basic office operations, proficient in computer knowledge and equipment as well as other general office equipment.
• Thorough working knowledge of Microsoft Office including Outlook,Word, PowerPoint and Excel with proficient knowledge of graphics packages, mail merge, spreadsheet, and database experience.
• Must pass drug screen and background check.
• Eligibility to work in the United States.

• Work shall be performed in a professional team environment,encompassing various levels of government, and shall be required to alternate or adjust start and end times to meet deadlines involving daily work assignments anytime between 7:00 am and 6:00 pm.
• Ability to lift, pull and push mail bags, mail hampers, and packages often weighing up to 50 pounds.

• Associates degree; or equivalent from a two-year college or technical school; and three to five years or more related experience; or equivalent combination of education and experience.

3-5 years administrative experience in the field or in a related area

• Ability to work independently as well as within a team environment.
• Works well with the public and provides exceptional customer service.
• Strong interpersonal skills and ability to maintain confidentiality.
• Strong written communication skills required to maintain quality documentation and effectively communicate with a broad range of individuals.

• Good math aptitude
• Good analytical skills needed to analyze various job tasks

• Strong verbal communication skills required to effectively communicate with a broad range of…