Administrative Support Specialist

Job Description

Job Description

Description

Initiates, coordinates, and executes administrative support to the Operations department. 

• Answers and screens telephone calls in a professional and timely manner; takes accurate messages with a high degree of professionalism and courtesy; arranges conference calls.
• Exercises considerable judgement and discretion in handling requests for appointments and telephone calls.
• Distributes daily internal/external mail and overnight packages; sends and distributes faxes. 
• Composes, types, and distributes professional correspondence and memoranda, e-mails and faxes, using individual initiative and as assigned. 
• Proactively establishes, and maintains highly organized filing system; files correspondence and other records. 
• Coordinates calendars and schedules appointments, ensuring all parties are informed of and kept abreast of schedule awareness. 
• Meets and greets visitors. 
• Coordinates travel arrangements; completes expense reports and processes invoices; ensures that correct account codes are used and required signatures obtained. 
• Conducts research; compiles and types statistical reports. 
• Coordinates meetings including but not limited to preparing and distributing agendas and other meeting materials, reserving and preparing facilities, and recording and transcribing meeting minutes. 
• Orders and maintains supplies; coordinates equipment maintenance. 
• Manages office petty cash fund and reimbursement procedures.
• Assists in development and implementation of department systems and procedures as needed.
• Performs general clerical duties including but not limited to filing, photocopying, faxing, and mailing.
• Demonstrates a high level of professionalism in dealing with confidential and sensitive issues.
• Assists with special projects as assigned.
• Performs other related duties as assigned by management.

• Associate degree (A.A.) or equivalent, three to five years related experience, or equivalent combination of education and experience
• Firm commitment to excellence and high standards
• Strong verbal and written communications skills including ability to listen attentively and to communicate information clearly and effectively
• Strong organizational, problem-solving, and analytical skills; able to manage priorities and workflow
• Strong interpersonal skills
• Ability to follow established policies and procedures
• Ability to understand and follow written and verbal instructions
• Ability to deal effectively with a diversity of individuals at all organizational levels
• Good judgement with the ability to make timely and sound decisions
• Creative, flexible, and innovative team player
• Self-motivated, resourceful and adaptable; able to work independently within team focused environment
• Versatility, flexibility, and a willingness to work within constantly changing priorities with enthusiasm
• Detail oriented and highly organized with the ability to prioritize duties and responsibilities
• Excellent time-management skills with demonstrated ability to manage multiple projects at a time while meeting deadlines
• Demonstrated ability to plan and organize projects
• Proficient with Microsoft Office 365 software; SAP experience preferred

Education: Associate's Degree (AA) or equivalent from a two-year college or technical school, or six months to one year related experience and/or training, or equivalent combination of education and experience.