Administrative Specialist, Admin

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Full Time Clerical West Haven, CT, US

8 days ago Requisition

Salary Range: $21.00 To $22.00 Hourly

Job Description

West Haven Community House

ADMINISTRATIVE SPECIALIST, ADMIN

An Administrative Specialist is a skilled professional who provides comprehensive administrative and clerical support to the agency and executive leadership team, ensuring efficient day-to-day office operations and effective organizational coordination. This role bridges daily office management with dedicated executive support by handling a variety of confidential and high-level administrative tasks in a timely and professional manner. The Administrative Specialist plays a critical role in ensuring the smooth operation of the administrative office while providing crucial support to executive leadership through strong organizational skills, attention to detail, professionalism, and the ability to effectively prioritize responsibilities in a fast-paced environment.

• Associate’s Degree in Business Administration, Office Management, or related field required, along with at least two (2) years of progressively responsible administrative experience in a nonprofit, community-based, or fast-paced professional environment.
• Experience supporting executive leadership, coordinating projects, or troubleshooting basic office technology preferred.
• Current CT Driver's License and able to run errands in own vehicle (Required to have state minimum vehicle insurance coverage).

• Provide administrative and clerical support while coordinating daily office operations and ensuring efficient workflow.
• Plan, manage, and coordinate office activities, operational needs, and executive support functions.
• Complete administrative, clerical, and business-related tasks in support of executive management.
• Prepare agendas, meeting materials, meeting minutes, reports, presentations, correspondence, memos, and other written documents.
• Develop, maintain, and organize physical and digital filing, documentation, and recordkeeping systems.
• Responsible for making purchases weekly, monthly, and on an as-needed basis.
• Process purchase orders, invoices, receipts, and credit card records for purchases.
• Monitor office supply inventory, coordinate with vendors and building management, and research cost-effective office solutions.
• Assist the Development Department with all fundraising and donor activities.
• Complete schedule for front desk, ensuring coverage for business hours is maintained.
• Find coverage or fill in when necessary for front desk responsibilities.
• Assess, identify, troubleshoot, restart, and restore common computer, software, and office system issues, when possible, to minimize workflow disruptions.
• Set up workstations, connect peripherals, document technical issues, and support general office technology needs using internal control systems.
• Stay current with office technology, identify opportunities to improve office procedures and operational efficiency, and assist with learning new software systems and technology platforms.
• Support Executive team members simultaneously while prioritizing responsibilities and adapting to changing priorities in a fast-paced environment.
• Maintain confidentiality and handle sensitive information with professionalism, discretion, strong judgment, and attention to detail.
• Utilize Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and general office technology to support daily operations.
• Work independently and collaboratively while demonstrating strong organizational, communication, multitasking, customer service, and problem-solving skills.
• Demonstrate reliability, dependability, initiative, and the ability to meet deadlines with minimal supervision.
• Provide general office and administrative support as needed.
• Perform other duties as assigned by the Executive Team.