Administrative Specialist

Description

JOB SUMMARY

The Administrative Specialist is responsible for day-to-day administrative activities for the organization and general administrative duties assigned to multiple departments. These activities will include front-line phone support, greeting guests, receiving deliveries, and processing mail, processing facility work orders, and general administrative support for all directors. This position will also field emails, and other messaging-based platforms. Additionally, this position will file/mail records, support building access for employees, and enter standard data in various databases and/or spreadsheets. This role will also support monitoring and audit records needs along with special projects. This role requires a high level of accuracy, attention to detail, and organizational skills.

ESSENTIAL FUNCTIONS AND KEY TASKS

Enjoy a culture of high performance and continuous improvement. Collaborate with team members to provide assistance through multiple channels, including front-line phone support, email, and online chat support. Transferring as needed to appropriate staff\\departments. Respond to inquiries from families regarding School Readiness and VPK eligibility including, requirements, application processes, file status, and documentation needs. Provide clear and accurate information while maintaining professional and supportive interaction. Process incoming deliveries, incoming and outgoing mail. Process facility request, including obtaining certificates of insurance as needed, requests for building access and preparing employee badges. Process copier machine requests. Maintain records and process destruction annually per retention requirements. Follow up with vendors/providers on outstanding agency needs. Enter or review data entry for accuracy. Monitor and direct correspondence in shared work queues and email inbox(es). File documents timely and accurately. Prepare documents for monitoring and audits. Prepare and process incoming/outgoing correspondence. Serve as backup to inventory tracking task. Provide Administrative Support as needed to all Departments. Stay informed on program guidelines, policies, and updates related to eligibility. See also All Staff Support Tasks.

KNOWLEDGE, SKILLS, AND ABILITIES

Competent skills in Microsoft Office. Strong communication skills, both verbal and written. Strong organizational skills. Strong customer service skills. Able to work collaboratively in a team environment. Able to effectively prioritize tasks. Requirements

REQUIRED SKILLSETS

Task/Judgment – Perform tasks using limited judgement in some circumstances. Independence/Expertise – Often seeks management approval for deviation from guidelines. Service/Initiative – May troubleshoot implementation of new programs. Supervision – Not developed in this set. Agency Growth – Not developed in this set.

EDUCATION AND/OR EXPERIENCE

REQUIRED

High school diploma or equivalent. Minimum of two years of experience in a role with administrative duties. Minimum of two years of experience in a customer service role.

PREFERRED

An associate degree in business or accounting from an accredited university/college.

WORKING CONDITIONS AND PHYSICAL DEMANDS

Physical demands and work environment characteristics described are representative; reasonable accommodations may be made to ensure individuals with disabilities can perform essential functions. Regularly required to stand or sit for prolonged periods of time, walk, use hands and fingers to handle or feel; reach with hand and arms, climb and/or balance, stoop, kneel, crouch or crawl, talk and hear. Must regularly lift and/or move up to twenty pounds, occasionally lift and/or move up to fifty pounds with assistance. Telework will require internet speeds of 4Mpbs download/4Mpbs upload and working in the immediate geographical area. Must have reliable transportation, minimum insurance coverage, a valid driver’s license, and a clean driving record. Will need a reliable mobile phone service for technology compliance requirements (i.e. multifactor authentication). Specific vision abilities may include close vision and the ability to focus for prolonged periods of time. Developmentally appropriate interactions with children may be required in the work environment.

CULTURE

Assumes Positive Intent Is (Be) Effective Chooses Responsibility Delivers Excellent Customer Service Embraces Fun Finds the Solution that Best Helps the Child #J-18808-Ljbffr Early Learning Coalition of Flagler and Volusia