Administrative Specialist

Job Overview

Administrative Specialist

The Administrative Specialist performs routine clerical and administrative office duties such as answering phones, receiving the public, providing customer assistance, data processing and editing a variety of correspondences/reports, and assists with scanning and filing to contribute to an efficient office operation in support of the Administration Department(s).

• Education:
  
  High School Diploma or equivalent (may be waived with significant job related experience)
• Experience:
  
  More than 1 year
• Authorization:
  Valid Driver’s License
• Work Environment:
  Conventional – Office model;
  Community Facing – Direct interaction or communication with a public.

• Excellent oral and/or written communication skills.
• Ability to manage time to produce satisfactory quantity and quality of work.
• Support the Mission of the Agency through daily work and while representing the Agency in public.
• Have general knowledge of programs and activities of the Agency.
• Demonstrated ability to work independently and as a team member.
• Handle diverse work problems on a daily basis.
• Organize work schedule, set priorities and work effectively to meet deadlines without supervision.
• Adjust to changes necessitated by last minute assignments and deadlines.
• Work across differences, especially socio-economic and cultural differences.
• Attend trainings, classes and meetings as necessary to improve job skills and maintain acceptable level of job performance.
• Serve as a mentor for new staff.
• Apply Agency policies and procedures, including safety, technology, data practices and other applicable policy, procedure and program regulations.
• Understand numbers and mathematical concepts.
• Knowledge of Community resources.

• Provide primary receptionist and office support duties by answering incoming calls, routing callers, greeting and directing members of the public to appropriate departments and providing information as required for the entire Agency operation.
• Takes and transmits detailed messages from Agency’s 24-hour answering system and routes messages to appropriate personnel.
• Interact with customers, responding to basic requests for information and routine questions in person and over the phone; direct customers to appropriate personnel as necessary to resolve concerns and complaints.
• Resolve customer complaints or inquiries via email, in person or over the telephone.
• Apply general knowledge of inter-agency and community resources for appropriate referrals for customers.
• File documents electronically and access files.
• Maintain a clean and presentable office space, clear of clutter for customers and staff.
• Assist supervisors in training personnel relative to voicemail and unified messaging.
• Train staff assigned to cover the Agency front desk on operating the Agency-wide multi-line phone system.
• Conduct activities appropriate to the goals of the Agency and Administration Department as required.
• Articulate and carry out appropriate emergency procedures.
• Operate office machines including copiers, scanners, phone and voicemail systems, personal computers, and other standard office equipment.
• Assist Administrative Services Director with maintenance of the administration office filing system.
• Place calls when requested for Administration Programs; may place service requests for office equipment online or via phone.
• Assist Human Resources, Technology, Fiscal and Executive Director’s office with assigned administrative functions.
• Enter vouchers for Administration ensuring fiscal policy and procedures are met.
• Assist the Executive Director in the absence of Administrative Services Director.
• Secure office facility and provide facility security as assigned.
• Provide Fiscal Department with monthly postage/copier counts and billing.
• Prepare and submit Purchase Orders for Administration Departments including Human Resources, Technology, Fiscal and THRIVE following Agency and Fiscal policies.
• Compose, type, and edit correspondences, reports, presentations and other material assigned through supervisor, proofreading for format, spelling, grammar, typos and general clarity.
• Monitor…