Office Administrative Specialist

Office Administrative Specialist

Dakota Woodlands is a nonprofit organization based in Eagan, MN. It is dedicated to creating a safe and supportive environment for families experiencing homelessness. Our mission is to help individuals achieve stability and independence through comprehensive support and compassionate care. We offer housing, resources, and programs designed to help families rebuild their lives and find success. Clients at Dakota Woodlands receive nutritious meals, private bedrooms, personal care products, seasonal clothing, and opportunities to develop essential life skills through targeted case management and family goal planning, which promote their ability to succeed independently.

The Office Administrative Specialist serves as the primary receptionist and first point of contact for Dakota Woodlands. This role helps create a welcoming, professional, and safe environment for clients, visitors, and staff. The Office Administrative Specialist manages visitor access, phones, mail, and front desk operations while ensuring confidentiality, professionalism, and compliance with organizational policies.

Working closely with the Operations & Facilities Supervisor and other staff, this position supports daily shelter operations by maintaining accurate documentation, assisting clients with basic needs, coordinating front desk logistics, and ensuring safety procedures are followed.

The ideal candidate demonstrates compassion, strong organizational skills, professionalism, and a trauma-informed approach when interacting with families experiencing homelessness.

Areas of Responsibility:

Front Desk Operations & Reception:

• Serve as the first point of contact for clients, visitors, staff, and community partners.
• Greet visitors and clients in a professional, welcoming, and respectful manner.
• Answer phones, respond to inquiries, and route communications to appropriate staff.
• Monitor visitor access to ensure building entry policies are followed.
• Ensure individuals on the restricted list are not allowed access to the facility.
• Maintain awareness of building activity and communicate concerns to appropriate staff.
• Ensure all required licenses and postings are displayed at the front desk in accordance with regulations.
• Order and maintain required workplace postings and labor law notices as required by Minnesota labor laws.
• Maintain a clean, organized, and professional front desk area.

Visitor Management & Safety:

• Monitor and manage visitor entry during approved visiting hours.
• Ensure visitors sign in according to organizational procedures.
• Provide facility tours to approved guests during public hours with Executive Director approval.
• Follow all safety procedures and communicate any concerns to leadership.

Client Support & Communication:

• Assist clients with routine needs such as accessing supplies or information about available services.
• Provide respectful guidance to clients navigating the facility.
• Maintain a trauma-informed and compassionate approach when interacting with clients.
• Maintain professional boundaries with both clients and staff.
• Relay messages to clients and staff appropriately and confidentially.
• Document relevant updates or operational notes in the live communication log used by staff.
• Work with Case Managers to assist with secure storage of client medications when required.

Administrative & Documentation Duties:

• Maintain accurate records of client interactions and operational updates as required.
• Manage incoming and outgoing mail for staff and clients, ensuring it is distributed properly.
• Receive and document donations using in-kind donation forms, providing copies to the Volunteer & Outreach Coordinator.
• Properly secure cash or check donations by placing them in the designated black box and completing internal control documentation.
• Maintain updated staff directories and front desk reference materials.
• Update forms, signage, and information posted at the front desk as requested by leadership or department leads.

Supply & Resource Coordination:

• Provide approved items or supplies to clients and maintain accurate logs of items distributed.
• Maintain organized storage of front desk materials and resources.
• Assist with…