Office and Administrative Specialist

The Center for Energy and Environment is seeking an Office and Administrative Specialist in Minneapolis, MN. Initially a full-time office role for six months, it may transition to a hybrid model with one day of remote work per week after training. Responsibilities include managing office supplies, greeting guests, and supporting various departments. The organization values work-life balance, offers competitive benefits, and promotes professional growth within a diverse environment.
Location

For the first 6 months this will be a full-time office position and after the initial training this position can move to a hybrid position with one day a week at home.

Join Our Dynamic Operations Team

We are looking for an Office and Administrative Specialist to join our growing Operations team! This role will report to the Office Services Supervisor. The Operations team is responsible for managing our offices and providing administrative and office support across all CEE departments. As an office and administrative specialist, you will be responsible for supporting the downtown office, ordering supplies, greeting guests and monitoring office equipment. The position will require flexibility to help with the overflow work from CEE departments.

Who We Are

Center for Energy and Environment (CEE) is a clean energy nonprofit with offices in North Loop of Minneapolis and St. Paul. We provide practical energy solutions for homes, businesses, and communities to cut energy waste and harmful emissions. We collaborate regularly with field peers and partners, and we employ curious people who enjoy learning and contributing to the Midwest’s quality of life and economy. Recognized as one of Minnesota's top 200 workplaces by the Star Tribune, CEE is known for its open communication, respect for diverse perspectives, and commitment to work-life balance.

What We Offer

Insurance Coverage Options: To ensure you and your family are well protected, we have got you covered with Medical Insurance, Dental Insurance, Health Saving Account, and Flexible Spending Accounts. Please see our 2025 Benefit Summary.

Impact: We want to make the world a better and more energy efficient place. Our work and the decisions we make are rooted in this foundational desire.

Future Planning: To help you secure your financial future, benefit from our retirement saving program. Reach your goal sooner with our immediate vesting and company contribution.

Work/Life Balance: We recognize the importance of maintaining a healthy work-life balance and are dedicated to supporting our team members in various aspects of their lives. Our benefits include generous Paid Time Off (PTO), paid parental leave, and salary continuation for major medical events, ensuring that you have the support you need during significant life moments and personal challenges.

Holidays: Our company provides nine paid holidays each year, offering you ample time to observe important occasions and enjoy personal time.

Growth: We want everyone to grow and learn within their roles. We offer professional development opportunities and education assistance.

Championing DEI: Our committed DEI Committee promotes a diverse and inclusive work environment by establishing clear goals and assessing progress throughout the organization.

What You’ll Do

Office and Front Desk Responsibilities
• 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.
• Manage the facility including building access and security, using dedicated FOB software; and building maintenance; office equipment, and company invoices.
• Professionally greet and direct guests, including vendors, clients, and customers at the front desk and over the phone.
• 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 guest parking and help manage the company HourCar account.
• Staff morale – monthly birthday and anniversary treats, sending flowers, and setting up staff lunches.
• Assistance with other departmental administrative tasks as needed.

Administrative Responsibilities
• Receive, assign and/or respond to messages in the administrative email inbox in a timely manner.
• Order office supplies.
• Receive and distribute incoming mail and process outgoing mail and packages.
• Create specialized maps to receive reimbursement from clients for staff mileage
• Assist accounting with monthly invoicing by utilizing Divvy.
• Approve and code monthly invoices for vendors.
• Organize and maintain Microsoft Teams file sharing across the Operations team.
• Provide orientation materials, office tours, fobs and welcome emails for new hires.
• Maintain CEE’s internal phone directory.
• Manage and administer MetroPass and Metro GoTo Card.
• Manage company HourCar account and members.
• Weekly reconciliation of bank deposits.
• Manage monthly reconciliations including Neopost and daily mail.
• Organize and hire a photographer to take staff photos twice a year.
• Manage two all-staff events yearly: all-staff meeting and company picnic.
• Attend biweekly administrative staff meetings; follow up on tasks and projects.
• Assist departments with projects as needed.
• Maintain paper records for all departments in accordance with internal retention policies.

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 duties as assigned or apparent.

Skills & Knowledge We’re Looking For
• 1-2 years of administrative support experience
• Excellent written and verbal communication skills and great attention to detail.
• Work professionally with co-workers, clients, and vendors.
• Perform duties accurately, honestly, and timely.
• Must demonstrate excellent time-management and organizational skills, and the ability to meet deadlines.
• Must have basic computer skills and high comfort level with modern office technology. Specific experience with Excel a plus.

Compensation

Dependent on qualifications and experience, we expect the compensation range for this position will be $20.50-22/hr

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities

The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information. 41 CFR 60-1.35(c)