People and Culture Administrative Specialist

Big Brothers Big Sisters Twin Cities•Minneapolis, MN

6h•$22 - $23•Onsite

About The Position

The People & Culture Team takes a holistic approach to supporting the employee experience at BBBSTC—fostering an inclusive, productive, and values-driven workplace where staff can thrive. Our work balances organizational priorities, employee well-being, and industry best practices to ensure alignment with the agency’s mission and goals. The People & Culture Administrative Specialist supports the day-to-day operations of the People & Culture team, including hiring, onboarding and offboarding, payroll processing, records management, and meeting and training coordination. This role serves as a primary point of contact for staff, applicants, and partners with questions related to HR processes, payroll, and general People & Culture support. As a visible and active member of the People & Culture team, this position is expected to represent the team with professionalism, approachability, and consistency. The Administrative Specialist plays a high-touch role in supporting workplace culture, employee engagement, and the agency’s values—helping ensure that staff experience People & Culture as accessible, responsive, and aligned with our mission.

Requirements

High school diploma or GED.
At least 2 years supporting an organization in an administrative or clerical capacity.
Solid organizational, problem-solving, and interpersonal skills.
Excellent time management and listening skills, dependability, and attendance.
Works independently and performs all responsibilities with a high level of professionalism, discretion, a positive attitude, tact, and follows directions with minimal supervision.
Excellent interpersonal skills with the ability to manage sensitive and confidential situations with tact and professionalism.
Ability to maintain confidentiality.
Ability to communicate Big Brothers Big Sisters mission to stakeholders.
Ability to work in a diverse environment and adapt to change.
Valid driver’s license and motor vehicle and must pass background check and fingerprint check.

Nice To Haves

Experience in Human Resources highly preferred.
Knowledge of employee benefits and applicable laws.
Excellent written and verbal communication skills.

Responsibilities

Supports People & Culture functions in recruitment, including posting positions externally, applicant communication, screening candidates, scheduling interviews, compiling interview materials, and conducting reference, fingerprinting, and background checks.
Ensures accurate and timely employee onboarding and offboarding processes, hires/terminations in the HRIS, completion of required paperwork, and benefits enrollment.
Schedule, administer, and process fingerprinting for new employees, and serve as a backup for prospective volunteer fingerprinting.
Support the finance department in billing and payroll reconciliation.
Serves as an additional point of contact with carriers and the HRIS vendor.
Assist with the open enrollment process, including advising and answering questions from employees and supervisors.
Process various paperwork, especially regarding disability, FMLA absences, and employee life status changes.
Act as first point of contact for employees for inquiries and support in the HRIS system.
Maintain physical and electronic files for employees.
Perform clerical functions, including scheduling meetings and trainings, process outgoing and incoming People & Culture mail and faxes, make copies.
Manage the People & Culture shared email, direct inquiries as needed.
Handle all administrative tasks for staff meetings, events, employee recognition, training, and additional initiatives, including set up, promotion, food orders, clean up, etc .
Perform annual audits of People & Culture files and records to ensure compliance and accuracy, including but not limited to I-9 files, employee files, and job descriptions.
Create, launch, report, and visually present engagement and other employee survey data.
Gather and record People & Culture data points for monthly review.
Assist the Manager of People and Culture in compliance reporting, as needed.
Support administrative needs for the Vice President of People & Impact, including scheduling meetings, expense reporting, etc.
Serve as backup to the board liaison, as needed.
Works on special projects as assigned.
Adopt strengths-based perspectives when discussing specific groups or contexts, particularly those historically marginalized.
Handle data from youth, families, mentors, or other constituents with care, ensuring secure and private maintenance.
Stay informed about community needs, resources, and networks.
Collaborate with others to achieve goals outlined in the agency’s Strategic Plan.
Honor and respect the diversity of lived experiences, fostering an inclusive and equitable environment within the organization.
Represent BBBS well in the broader community.
Assist in agency-wide events and initiatives including recruitment, fundraising, event management, and community outreach.