Office & Security Specialist

COMPANY INFORMATION

Delta Dental of Minnesota is proud to be the largest regional provider of dental benefits, serving over 7,000 Minnesota and North Dakota-based purchasing groups and 4.5 million members nationwide. We aim to provide a work environment that engages each individual while encouraging growth and professional development. We are proud to be named a Top Workplace employer for several years and take pride in our team members for building this reputation.

GENERAL SUMMARY

The Office and Security Specialist is responsible for maintaining a professional, efficient, and well-organized work environment that supports the office operations of the organization. This role plays a key role in various aspects of facilities coordination, workplace safety, and security protocols, to ensure a seamless and secure working environment. Overall, the role is pivotal in maintaining a safe and secure workplace that enhances productivity and efficient operations.

This position will be with Stratacor, an affiliate of Delta Dental of Minnesota.

ESSENTIAL FUNCTIONS

Office/Facilities- 75%

• Present a professional, welcoming first contact for all guests; in person, by phone, and via e-mail

• Serve as a point of contact for clients, team members, guests, and vendors, directing inquiries to the appropriate person or department

• In collaboration with the Office Coordinator I, execute assigned administrative duties such as, but not limited to:

• Receive, sort, and distribute incoming and outgoing mail and packages in a timely and organized manner

• Order and maintain inventory of company supplies

• Create workstation and office name signs and board name blocks

• Maintain the appearance and organization of the storage room, R.E.C. breakroom, conference rooms, and general office areas

• Administer the parking validation process and assist team members and guests with parking logistics

• Answer incoming calls and transfer to appropriate contacts/departments

• Ensure shredding of confidential documents and recycling are removed

• Escort vendors as needed to ensure adherence with compliance policies

• Maintain shared spaces to ensure a tidy, organized, and welcoming environment

• Collaborate with management to ensure invoice accuracy for vendor services and maintain vendor relationships

• Complete maintenance work or coordinate vendors when appropriate, including cleaning, hanging pictures, paint touch-up, repairs, etc

• Upload Welcome TV and Team TV content

• Monitor and execute requests received through the Facilities Inbox and Facilities ticketing system

• Provide operational and logistical support, including driving local pickups or deliveries, picking up supplies, and materials transport between offices as needed

• Provide administrative support to Facilities, Security, and Event team, as needed

• Other duties as assigned

Security- 25%

Under the direction of the Security Director:

• Serve as backup support to ensure continuous coverage of all security cameras and monitor for any suspicious activity or security breaches
• Conduct security patrols and inspections of the premises to identify and address potential vulnerabilities or hazards, as needed
• Report incidents, security breaches, or potential risks
• Ensure compliance with safety regulations, security policies, and procedures
• Assist with access badge administration, including tracking, assigning, and terminating badges as needed
• Ensure building access and safety procedures are carried out for all persons entering and leaving the office
• Verify identities and authorize entry based on established security protocols
• Ensure that guests sign in and out, are provided with the appropriate badge, and are connected with their designated contact
• Administer temporary badge checkout, ensure return of badges

This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the team member. Duties, responsibilities and activities may change or be assigned at any time with or without notice.

KNOWLEDGE, SKILLS AND ABILITIES

Required:

• Valid driver's license and comfortable with local and interoffice travel
• Strong organizational, multitasking, and time-management skills
• Excellent communication and interpersonal abilities
• Proficiency in Microsoft Office
• Ability to handle confidential information with discretion
• Ability to provide professional customer service and interact effectively with team members, guests, and vendors

Preferred:

• Experience with a mail processing machine
• Working knowledge of mail processes such as the United States Postal Service (USPS) and UPS
• Corporate receptionist experience
• Involvement in supporting setup and logistics for meetings and events
• Familiarity with security monitoring systems and surveillance technology
• Basic understanding of office security procedures, familiarity with emergency procedures, and willingness to learn security systems

EDUCATION AND EXPERIENCE

Required:

• High school diploma or equivalent
• Two (2) years of experience in office coordination, facilities support, or administrative roles

Preferred:

• Associate's degree in Business Administration, Safety Management, or related field
• CPR, AED, or First Aid certification (or willingness to obtain)

WORK ENVIRONMENT/PHYSICAL DEMANDS

• Travel Requirements: Local operational needs and occasional travel to other office locations
• Weight Lifting Requirements: 30lbs
• Physical Requirements: Must be able to lift, carry, push, and pull objects of varying weights and sizes; bend, twist, reach, stand, walk, grasp, see, hear, and access all areas of the facilities
• Sedentary Work: Prolonged periods sitting at a desk and working on a computer

RELATIONSHIPS

• Reports To: Office, Initiatives & Events Manager
• Directly Manages: None
• Internal Relationships: All team members
• External Relationships: Clients, guests, contractors, and vendors

BENEFITS & COMPENSATION

Benefits for this position include medical, dental, vision, and life insurance; disability coverage, flexible spending plans, a 401(k) plan, Paid Time Off (PTO), Holidays and days of remembrance. Visit https://www.deltadentalmn.org/employee-benefit-packages for more information.

The starting salary range for this position is $23.00 to $29.00 per hour. Salary offers will typically be made in the listed range. The Company takes into consideration a candidate's education, training, and experience, as well as the position's work location, expected quality and quantity of work, required travel (if any), external market and internal value, including merit process and internal pay alignment when determining the salary for potential new team members. In compliance with state and federal regulations, a potential new team member's salary history will not be used in compensation decisions.

EQUAL EMPLOYMENT OPPORTUNITY (EEO) STATEMENT

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)