Overview
Federal Grants Secretary Jobs in Rochester, MN at Rochester Public Schools
About Us
Gaines Group Architects is growing again. With 38 years of experience in Virginia, this award-winning architecture firm works hard to deliver excellent service at an affordable price. We believe strongly in being in service to our community through diverse clients and projects. Constantly looking for the best answer, we work tirelessly to stay on top of the latest trends and best practices in the construction industry.
Position Overview
Our current full-time need is for someone to help us keep everything on track and organized while we are telling our story. This is a multifaceted role combining office management, administrative support, and marketing coordination. The successful candidate will serve as the operational backbone of our firm, ensuring smooth daily operations while supporting our architectural staff and principals. Travel to our Charlottesville office may be occasionally required. If you are a self-motivated, organized, and enthusiastic team player that is interested in making a positive difference in your community, please contact us today.
If your skills don’t check all the boxes, but you are interested in discussing the position, please submit a resume.
Typical duties include, but are not limited to the following:
Office:
Greet visitors and callers in a pleasant and professional manner.
Oversee mail distribution, deliveries, and banking deposits.
Provide support and arrange conference rooms with meals and supplies for meetings and events.
Maintain office equipment and phone systems, coordinating with service vendors as required.
Maintain inventory and order office supplies.
Maintain employee kitchen area and supplies
Coordinate with cleaning teams and manage facility maintenance
Administrative:
Provide administrative support to Principals and architectural staff.
Organize and maintain project folders and digital file management
Scan and organize meeting notes and calculations
Manage calendar coordination and scheduling optimization
Provide administrative support for project management software.
Prepare materials for client meetings
Accounting & Bookkeeping:
Handle basic bookkeeping: entering bills, and processing invoices
Provide administrative support for check writing.
Provide administrative support for annual tax filings.
Track business tangible personal property for annual filings.
HR Support:
Assist with recruitment tracking and interview scheduling
Provide administrative support for onboarding new employees.
Provide administrative support for health insurance paperwork.
Events:
Provide support for First Friday Art Openings including artist coordination, setup and marketing.
Monitor continuing education requirements and schedule relevant seminars and classes.
Provide administrative support for partner events.
Plan and schedule team events, holiday parties and celebrations.
Marketing / Graphic Design:
Provide administrative support for social media and blog posts.
Assist in coordinating content creation by partners and staff
Maintain marketing calendar under instruction from marketing director
Track marketing progress and report monthly statistics.
Provide administrative support for ordering branded marketing materials and promotional items.
Coordinate project photography / videography as needed.
Required Qualifications:
3+ years of administrative experience.
Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook), and Adobe Acrobat.
Experience with bookkeeping and basic accounting principles, with QuickBooks experience preferred.
Experience managing databases.
Valid VA drivers license and access to personal vehicle
Detail-oriented with strong problem-solving skills
An ability to manage multiple priorities and diverse responsibilities.
Strong verbal, written, and visual communications skills.
Strong interpersonal skills.
Customer service orientation with professional phone manner
Ability to work independently and take initiative
Preferred Qualifications:
Experience in the architecture / construction industry.
Knowledge of construction documents.
Familiarity with Monograph or similar project management software.
Social media management and basic graphic design skills
Proficiency with Adobe Creative Suite programs including Photoshop and Illustrator.
Experience with website management and digital marketing
Experience in or passion for photography.
Work Environment
Established firm with 35+ years of architectural excellence and strong team culture
Position based in Harrisonburg office with occasional travel to Charlottesville (monthly/bi-monthly)
Dynamic, team-oriented atmosphere in a creative architectural setting
Opportunity to influence operational efficiency and office culture
Supportive environment encouraging professional growth and skill development
Direct impact on daily operations with leadership support for process improvements
Professional atmosphere balanced with team celebrations and community engagement
Flexible problem-solving environment rewarding adaptability and initiative
What We Offer
Competitive salary commensurate with experience (Starting at $22 – $24 / hr)
Benefits package including health, dental & vision insurance and paid time off
Professional development opportunities
Remote work options available for occasional use when appropriate
Collaborative and supportive work environment
Opportunity to contribute positively to your community
Physical Requirements
Ability to navigate stairs daily as office is located on an upper floor without elevator access
Occasional lifting and carrying of office supplies, event materials, and equipment up to 25 pounds
Extended periods of sitting, standing, and computer work
To Apply: Please submit your resume, cover letter, and references detailing your relevant experience and interest in supporting our growing architecture firm.
Job Type: Full-time
Pay: $22.00 – $24.00 per hour
Expected hours: 40 per week
Benefits:
Dental insurance
Flexible schedule
Health insurance
Paid time off
Professional development assistance
Vision insurance
Schedule:
Monday to Friday
Work Location: In person
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Title: Federal Grants Secretary
Company: Rochester Public Schools
Location: Rochester, MN
