Job Description

HOURS: Full-time, 8:00-4:30 pm, 40 hours per week, Monday through Friday

Possible evening or weekend as needed

WORK LOCATION:  Onsite only, Brooklyn Park

The Office Administrator supports the organization’s day-to-day administrative and facility needs. Primary areas of focus include community inquiries, USPS services, facility support, office and breakroom supplies, employee onboarding, special events, issue response, and supervision of office support volunteers. The ideal candidate is a proactive self-starter who operates effectively with minimal direction, takes full ownership of tasks, identifies and solves problems before they escalate, and continuously improves processes to better support organizational needs. Experience coordinating administrative work and USPS services, strong customer service, and exceptional attention to detail are essential.

DUTIES AND RESPONSIBILITIES

This list is not intended to be inclusive of all duties and responsibilities. As SHH grows and the community needs change, employees should expect that new and different tasks, temporary and on-going, will be part of one’s daily work.

• Facility needs triage and response: Serve as the primary point of contact for office and non-warehouse facility requests and issues. Assess, prioritize, and route to the appropriate owner for resolution; resolve directly when appropriate and follow through to closure.
• General phone and inbox: Monitor the main phone line, fax, and information inbox. Provide timely, accurate responses and maintain/upkeep reference documents and routing information.
• Mail/USPS: Serve as the organization’s USPS subject matter expert. Coordinate daily incoming and outgoing mail, process bulk mail and priority packages, and manage mail-related vendor relationships. Maintain USPS permits and accounts; request courier services as needed.
• Office and mail room supplies: Coordinate office, stationery, meeting room, and breakroom supplies and related invoices. Maintain supply and office-services vendor relationships.
• Special events: Support SLT and employee committees with room setup, catering, and other event logistics. Coordinate catering vendor relationships and ensure day-of execution.
• Confidential shredding: Coordinate confidential document shredding service, including vendor relationship management, invoice processing, and record retention/document management procedures.
• Facilities support: Maintain the Welcome Center space and coordinate office furniture needs, including moves, changes, and basic workspace readiness.
• Documentation: Create, maintain, and improve standard operating procedures (SOPs) and reference materials to enable consistent, scalable operations for document retention and handling.
• Volunteer supervision: Supervise and support volunteers who add capacity on projects such as supply inventory, meeting room support, printing, and mailing. Provide clear direction, training, and quality checks.
• Front desk partnership: Partner with the Securitas team and provide desk coverage when needed to ensure continuity of reception and visitor support.
• Cross-functional coordination: Work closely with the CEO and CDO Executive Assistants to proactively identify needs, remove barriers, and drive administrative requests to completion.
• Continuous improvement: Evaluate office procedures and practices, identify inefficiencies, and implement improvements that enhance service, speed, accuracy, and employee experience.
• Administrative support: Coordinate and assist staff as needs arise, prioritizing effectively and communicating status, risks, and timelines.
• Onboarding support: Support new team member onboarding by coordinating first-day logistics and delivering facility/office orientation, including norms, resources and admin procedures.
• Support reporting and tracking for the food sourcing team as capacity allows.

Must Have

• A minimum of 1 year office administrative or general coordinator experience.
• Intermediate knowledge of the US Post Office services including terminology, outgoing mail preparation, bulk mail preparation and permit coordination.
• Demonstrated ability to effectively communicate orally and in writing.
• Demonstrated exceptional customer service skills.
• Demonstrated intermediate Microsoft Office 365 skills and the ability to learn other software programs.
• Highly accurate data entry skills with extreme attention to detail.
• Ability to work with flexibility, efficiency, and enthusiasm, both individually and as part of a team in a fast-paced, high-demand environment.
• Demonstrated ability to plan, prioritize, manage, and follow through on multiple daily tasks and projects in a fast-paced environment.
• Must be dependable, trustworthy, and able to work independently with minimal direction; takes initiative to identify what needs to be done and follows through to completion.
• Proven problem-solving skills: independently investigates issues, proposes options, and implements solutions while keeping stakeholders informed.
• Sound business judgment, including knowing when to escalate issues and when to resolve them independently.
• Ability to follow a set schedule, yet flexible enough to shift between multiple departments.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Below is a table with the percentage of time that this position is expected to be engaged in the following physical requirements.

Requirements

N/A

< 33%

33 – 66%

66 – 100%

Whole Body ROM

x

Walking

x

Operate Motor Vehicle

x

Upper extremity ROM

x

Twisting of Head

x

Twisting of Back

x

Stooping

x

Standing

x

Sitting

x

Reaching to Floor

x

Reaching Below Shoulders

x

Reaching Across

x

Reaching Above Shoulders

x

Static Pushing

(pushing motion without moving an object)

x

Dynamic Pushing

(pushing an object and moving with it)

x

Static Pulling

(pulling motion without moving an object)

x

Dynamic Pulling

(pulling an object and moving with it)

x

Lifting 50+ lbs

x

Lifting 30-50 lbs

x

Lifting 0-30 lbs

x

Kneeling

x

Handling – 2 hand control

x

Handling – 1 hand control

x

Grasp/Turn Right Hand

x

Grasp/Turn Left Hand

x

Grasping Right Hand

x

Grasping Left Hand

x

Finger Dexterity

x

Crouching

x

Climbing

x

Carrying 50+ lbs

x

Carrying 30-50 lbs

x

Carrying 0-30 lbs

x

Bending at the waist

x

TALKING

Requirements

In Person

On the Phone

With Public

Talking

x

x

x

HEARING

Requirements

In Person

On the Phone

In Group Settings

Hearing

x

x

x

VISION

Requirements

Near

Midrange

Far

Peripheral Vision

Depth Perception

Vision

ENVIRONMENTAL DEMANDS

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Below is a table with the percentage of time that this position is expected to be engaged in the following possible environmental requirements.

Requirements

N/A

< 33%

33 – 66%

66 – 100%

Wet/Humid

x

Possible Violence

x

Vibration

x

Telephone

x

Slick Floors

x

Sharp Tools

x

Safety Equipment/Clothing

x

Radiant Energy

x

Power Hand Tools

x

Noise

x

Motor Vehicle

x

Mechanical

x

Material Handling

x

Manual Hand Tools

x

x

High Places

x

Fumes/Dust/Dirt

x

Forklift (Stand)

x

Forklift (Sit)

x

Extreme Heat

x

Extreme Cold

x

Explosives

x

Equipment in Motion

x

x

Electrical

x

Confined Area

x

Computer

x

Chemical

x

Burning Materials

x

Second Harvest Heartland is an EEO/AA Employer

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