Administrative Assistant

Administrative Support Specialist

Provides comprehensive and confidential administrative support to the Program Director and department leadership by performing complex clerical and operational functions that ensure the efficient flow of daily business activities. Coordinates administrative processes, including transportation provider enrollment, tracking, and follow-up, while preparing correspondence, reports, and other business documents with accuracy and professionalism. Facilitates internal office coordination and communication, maintains organized records, and supports departmental operations through effective administrative assistance and workflow management.

Essential Functions

• Performs administrative functions including written correspondence with transportation providers.
• Responds to routine external correspondence.
• Review and respond to transportation provider inquiries.
• Track new transportation provider onboarding.
• Review and respond to transportation provider claims issues.
• Supports the department by coordinating the completion of typing, editing, proofing, and filing as requested.
• Answer telephone calls and route to appropriate individual or takes messages.
• Arranges meetings and takes meeting minutes as appropriate.
• Performs other related duties as required.

Qualifications Required

• Minimum of three (3) years of administrative/clerical experience in a professional environment.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, and Powerpoint) and other standard office software.
• Experience with data entry, document preparation, recordkeeping, and maintaining organized filing systems.
• Knowledge of office administrative procedures and best practices.
• Experience managing correspondence, maintaining calendars, and scheduling meetings or appointments.
• Ability to provide administrative support to all key personnel and program staff.
• Strong organizational skills with the ability to manage multiple priorities and meet deadlines.
• Excellent written and verbal communication skills.
• Experience in administrative support, clerical duties, and customer service in an office or program setting.
• High level of accuracy, attention to detail, and ability to maintain confidentiality.
• Ability to work independently while collaborating effectively with cross-functional teams.

Education Requirements

• High school diploma or equivalent