Organization Description

Hmong American Partnership (HAP) is a social service and community development organization whose mission is to empower the community to embrace the strengths of our cultures while achieving our potential. HAP accomplishes its mission by:

• Improving the lives of individuals and families in our diverse communities by providing culturally sensitive social services.
• Strengthening neighborhoods by providing housing, community, and economic development opportunities.
• Promoting the rich heritage of our ethnic communities.

HAP’s vision is to reach out to the world with profound social, economic, and educational transformation.

Primary Function of the Position

Hmong American Partnership is committed to developing the skills and career preparedness of students ages 16-24 years old.  Interns will acquire foundational exposure to some of the impact areas based on HAP’s needs under the direction of the Administrative Services Manager.  

The Intern - Administrative Service is responsible for assisting with the front desk operations at our Arcade location, and other needs based under the direction of the Administrative Services Manager.  An ideal candidate is a high performer who takes pride in helping our nonprofit grow and is willing to share HAP’s efforts to convey our story and support our mission. Flexibility is critical as interns may be working in different impact areas consecutively. 

Position Responsibilities

Position responsibilities vary depending on the impact area to which the intern is assigned. The following are some of the responsibilities an intern may encounter in each impact area: 

Front Desk Operation 

·         Provide professional, high-quality service to all clients, participants, and guests. 

·         Greet and welcome visitors to our building, help determine their needs, answer questions, and direct visitors to the correct destination or staff member. 

·         Answer, screen, and direct telephone calls; provide appropriate information and resources to callers. 

·         Take and relay messages to appropriate staff members. 

·         Assist HAP employees and visitors with copying and faxing. 

·         Keep the lobby and reception area neat and presentable. 

·         Be aware of who is always in the building and alert management to any safety issues or other concerns (safety & security) 

Administrative Support 

·         Receive incoming mail; sort and distribute daily according to set protocols. 

·         Administer postage for outgoing mail. 

·         Distribute and restock supplies in storage supply areas. 

·         Assist in managing the supply inventory and submit order requests as needed. 

·         Assist in ordering and distributing program supplies as requested. 

·         Manage meeting room schedules and equipment schedules. 

·         Assist in the collection of program fees and writing/distributing receipts. 

·         Scan documents for record retention. 

·         Provide support to the Administrative Services Manager, and Administrative Specialist as needed. 

·         Perform other general and clerical support when requested. 

·         Other duties as needed to accomplish program goals and outcomes to support HAP initiatives. 

Skills, Knowledge, and Abilities

·         Experience working with the Southeast Asian community preferred 

·         Bilingual in Hmong and/or Karen and English a plus 

·         Knowledge of the Hmong and Southeast Asian and/or immigrant and refugee culture and traditions  

·         Proficient in Microsoft 365: Word, Excel, Teams, Outlook 

·         Proficiency in written and verbal communication 

·         Ability to multi-task in fast-paced and high-pressure situations 

·         Strong attention to detail and meeting deadlines 

·         Work effectively both independently and as part of a team 

Education and Experience

·         A current high school student and or recent high school graduate; an associate or bachelor’s degree (or currently enrolled) related to Business, Administrative Professional, or equivalent work experience. 

Essential Functions

The following position requirements are representative of those that will be encountered while performing the responsibilities of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

·         While performing the duties of this job, the employee is regularly required to, stand, sit; talk, hear, and use hands and fingers to operate a computer, phone and keyboard.

·         Must be able to remain in a stationary position for sustained periods of time in an indoor setting.

·         Ability to tolerate moderate noise levels (i.e., shared open office space with computers, phones, printers, and light traffic).

·         Must have the ability to move about the office to access files and office equipment.

·         Must have access to reliable transportation for occasional travel for meetings at other HAP office locations, events, and offsite meetings.

·         Occasional moving or lifting of boxes or files up to 20 pounds.

·         Able to focus on data, analyze the information, and draw conclusions.

·         Frequent interactions with coworkers and participants requiring ability to communicate effectively.

·         Frequent communication via email requiring ability to fluently read and write in English.

·         Frequent preparation and analysis of figures.