Office and Administrative Specialist

Facility Management/Front Desk/Admin

• Maintain the general appearance of the downtown office location, including wiping down common office spaces such as the breakroom and conference rooms, as well as copy room and printing stations.
• Receive and respond to messages in the administrative email inbox in a timely manner.
• Manage the facility including building access and security, using dedicated FOB software; and building maintenance; office equipment; office supplies, and company invoices.
• Professionally greet and direct guests, including vendors, clients, and customers at the front desk and over the phone.
• Perform cash receipt process in accordance with internal control procedures. Work with accounting to reconcile bank deposits and credit card expenses.
• Maintain paper records for all departments in accordance with internal retention policies.
• Assist employees with meeting set up and food orders.
• Assist employees with office phone/general technology questions including conference room computers and projectors; work with IT to resolve.
• Coordinate contract and guest parking and help manage the company HourCar account.
• Attend biweekly administrative staff meetings; follow up on tasks and projects.
• Facilitate biweekly conference calls to coordinate organization-wide administrative projects with the Office and Administrative Specialist in the St. Paul office.
• Receive and distribute incoming mail and process outgoing mail and packages.
• Staff morale – monthly birthday and anniversary treats, sending flowers, and setting up staff lunches. Post and promote job listing on various sites.
• Staff photos.
• Assist departments with program filings.
• Sending our mailings for departments as needed.
• Assistance with other departmental administrative tasks as needed.

Metropolitan Airports Commission Scanning project

• Scan folders.
• Review folders and confirm that all documents scanned properly, rescanning as necessary.
• Name scanned folders and move to proper location.
• Document folders that have been scanned on master address list.
• Coordinate destruction of folders once electronic files has been made.
• Work on-site at MAC offices to prepare folders for transport to CEE’s main office, when necessary.

Back up for the following duties

• Post all open jobs to various external websites and community partner forums.
• Administer MetroPass, Metro GoTo Card.
• Provide data downloads for the research staff.
• Prepare for new hires including, compiling orientation materials, maintaining the phone directory, office tours, providing FOB, etc.
• Monthly reconciliations including Neopost, bulk mailing, and business reply mail.

General Responsibilities

• Understand and adhere to corporate policies and procedures.
• Understand and follow processes and procedures required for the job.
• Attend trainings as requested and read organization-wide emails and correspondence.
• Check your email each working day, respond promptly and use the calendaring system.
• Adhere to job duty and attendance expectations as directed by your supervisor.
• Other tasks as assigned or apparent.