Administrative Support Specialist

Job Details

Job Location:

Burlington, MA 01803

Position Type:
Full Time

Salary Range: $25.00 - $28.00 Hourly

Job Category:
Admin - Clerical

HOURS PER WEEK: 35

Reporting to the Office Manager, the Office Services Administrative Support Specialist works as a member of the Office Services team and provides a wide variety of high-level administrative and clerical tasks in support of the various agency departments. The Administrative Support Specialist is a “big-picture thinker” who understands priorities, sets and meets deadlines for self and other staff members, and self-directs to ensure that all work (both routine and complex projects) is completed in a timely manner.

This position also provides backup to the Office Manager in projects related to the Board of Directors.

• Provide administrative support to agency staff, including
  • Assist with the development, implementation, and maintenance of agency and department Practices and Procedures documents, including the preparation of documents necessary to ensure effective agency operations.
  • Word-process and edit both simple and complex documents, including creating and formatting forms, lists, and columns; sharing and protecting documents; creating and using templates; and comparing and merging documents. Insert hyperlinks; and save in multiple file formats.
  • Create, edit, and format spreadsheets in Excel, demonstrating knowledge of basic functions such as lookup tables, formulas, filters, and sorting.
  • Develop and edit PowerPoint presentations, including adding and recording audio, inserting music to time with slides, and inserting pictures, graphs, and diagrams.
  • Create fillable PDF forms; convert, edit, and organize pages using Adobe Acrobat.
  • Input data accurately and manage a variety of internal databases.
• Order general office supplies, office equipment, and furniture for the agency.
• Maintain office equipment and contact vendors for repairs as needed.
• Provide Nutrition support. 2%
• Maintain inventory and stock kitchen, supply, and storage areas for the agency.
• Assist with the timely set-up and breakdown of meetings and events, including but not limited to:
  • Arrange tables, chairs, beverages, and food as requested.
• Maintain confidential client files and scan documentation into electronic database.
• Provide back up to receptionist as needed.
  • Answer and direct calls; distribute electronic faxes.
  • Sort and distribute mail.
  • Maintain visitors’ log.
• Assist in maintaining Office Services’ SharePoint platform.
• Maintain an organized work environment.
• Ensure that all confidential materials and client files are secured and locked at the end of the day.
• Provide back-up support to the Office Manager for Board of Director meetings, including taking minutes if necessary.
• Assist with agency mailings, surveys, and program materials.
• Provide back up to Administrative Specialist’s fiscal responsibilities.
• Complete other administrative tasks as requested.

Consumer/Customer Service Orientation:
Communicates well with internal/external stakeholders. Responds to requests in a timely and thorough manner. Does what is necessary to ensure consumer satisfaction.

Communication:
Listens, speaks, and writes clearly and concisely. Ensure all involved are kept informed about developments and plans. Keeps manager informed about project progress and problems.

Cooperation/Teamwork:
Strong interpersonal skills; respond positively to instructions and procedures. Shares critical information with everyone involved in a project; works effectively on projects that cross functional lines.

Critical Thinking/Problem Solving:
Breaks down a situation into smaller pieces to identify key or underlying issues. Recognizes and accurately evaluates the signs of a problem. Analyzes current procedures for possible improvements. Notifies supervisor of problems promptly.

Project/Work/Time Management:
Identifies critical tasks and adjusts priorities when appropriate. Coordinates own schedule with schedules of others to avoid conflicts. Manage workflow to meet project deadlines.

Quality of Work:
Maintains high standards. Consistently produces accurate, thorough, professional work.

Quantity of…