People and Culture Administrative Specialist

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.

Job Details

Start Date: As soon as possible

Location: Minneapolis, MN - Full in-office requirement

Hiring Salary Range: $21.65 - $23.08 Starting rate will depend on your skills and demonstrated readiness for the role.

Hours/Day: Monday-Friday, 40 hours a week – including occasional evenings, and weekends when necessary. 

Job Type: Regular full-time, Non-exempt.

Supervisor: Manager of People & Culture.

Essential Job Functions

Employee Life Cycle

• 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.

Benefits and Leaves

• 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.

Administrative

• 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.

Contribute to the mission and success of the agency

• 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.

Requirements

While we have identified specific requirements for this role, we acknowledge that not all candidates may possess every requirement listed. We encourage all applicants who believe they possess the necessary skills and experience to apply, regardless of whether they meet each requirement to the fullest extent.

• High school diploma or GED.
• At least 2 years supporting an organization in an administrative or clerical capacity.
• Experience in Human Resources highly preferred.
• 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.
• Knowledge of employee benefits and applicable laws.
• Excellent written and verbal communication skills.
• 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.

Physical Requirements

This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, copy machines and filing cabinets. This role must be able to remain in a stationary position 50% of the time.

About BBBSTC

Big Brothers Big Sisters Twin Cities is the largest and oldest youth mentoring organization in the greater Twin Cities serving Hennepin, Ramsey, Anoka and parts of Dakota and Washington counties. Each year, we match up to 2,600 youth (Littles) and their families with caring adults (Bigs) who volunteer as youth mentors.

We know all youth benefit from having another caring adult in their life as they experience life's opportunities and challenges. Together with our community, we want every young person to have a mentor, be affirmed in who they are, and explore who they want to be.

• Mission: Create and support mentoring relationships that ignite the power and promise of youth.
• Values: Relationships, Belonging, Youth-Centered, Continuous Learning & Improvement.

Benefits

We care deeply about our employees and know holistic support is essential for our staff to carry out the BBBS mission. Our generous employment package includes medical, dental, vision and pet insurance, employer-paid short & long-term disability insurance, and life insurance, Health Savings Account (HSA) or Flexible Spending Account (FSA), paid time off accrual & 13 Paid Holidays, and 403(b) retirement plans with employer match.

We recognize the need for flexible scheduling and remote work. Employees are able to work with their supervisors to identify a schedule that works best for both them and the agency. 

Workplace Culture

BBBSTC is an mission-centered, inclusive workplace that strives to create a space where our 60+ employee's unique talents, learning styles and lived experiences are valued. We pride ourselves on our flexible scheduling and hybrid workspace. Creating an engaging work environment is an essential part of our culture. We uphold this commitment through staff surveys, stay interviews, professional development, and trainings. In addition, we hold monthly all staff meetings and gatherings, and provide the opportunity to join affinity groups (BIPOC, LGBTQIA+, Mental Health, and White Bodied Accountability), and agency committees (VIA, Engagement & Connection, and Building & Safety).

Our Hiring Process

Our People & Culture team is committed to a person-first centered approach to our hiring process. We believe in a respectful experience for all parties involved. Candidates can apply online via bigstwincities.org/careers. Include a cover letter and resume. For all positions, our hiring process includes a Zoom screen and in-person panel interviews, reference and background checks for final candidates. All staff are required to be fingerprinted through the Bureau of Criminal Apprehension (BCA) within the first week of employment. 

Persons of color, women, members of the LGBTQ community, veterans, and individuals with disabilities are strongly encouraged to apply. If you require reasonable accommodation in completing this application, interviewing, or otherwise participating in the employee selection process, please direct your inquiries to the Human Resources team at [email protected]. At this time, we are unable to provide company sponsored visas and are only considering candidates who are eligible to work in the United States. 

The above statements are not intended to encompass all functions and qualifications of the position. Rather, they are intended to provide a general framework of the requirements of the position. Employees may be required to perform other functions not specifically addressed in this job description.

P.S. Please take the necessary steps to allow list the BBBSTC (@bigstwincities.org) and Paylocity (@paylocity.com) domains so that you receive all emails related to your application process. Also, please make sure to check your spam folder as emails from BBBSTC and/or Paylocity can be marked as spam.