Office Support Specialist

Job Description

Job Description

The Office Support Specialist provides administrative and operational support to the leadership team, helping ensure the office runs efficiently and professionally. This position performs a variety of clerical, organizational, and support functions under the general supervision of the Human Resources Manager. 

Minimum Qualifications  

• High school diploma or GED required. 

• Proficiency with Microsoft Office applications, including Word and Excel. 

• Minimum of two years of administrative or related experience, or an equivalent combination of education and experience. 

• Excellent interpersonal, customer service, and organizational skills. 

• Knowledge of the senior care or healthcare industry preferred. 

• Ability to perform basic mathematical calculations related to billing and office functions. 

• Valid driver's license and current automobile insurance. 

Knowledge, Skills, and Abilities  

• Excellent verbal and written communication skills, with the ability to convey information clearly and accurately. 

• Strong organizational skills and attention to detail. 

• Outstanding customer service and interpersonal skills. 

• Effective time management with the ability to prioritize multiple responsibilities. 

• Ability to communicate professionally with employees, clients, families, and community partners. 

• Active listening skills, including the ability to understand key points and ask appropriate questions. 

• Ability to build positive working relationships with leadership and staff. 

• Professional appearance and demeanor. 

• Self-motivated with a strong sense of urgency and commitment to quality service. 

• Ability to work independently and manage multiple priorities in a fast-paced environment. 

• Comfort using smartphones, computers, tablets, email, text messaging, video conferencing, Google Workspace, and Microsoft Office applications. 

Essential Duties and Responsibilities  

• Greet visitors and answer incoming telephone calls in a professional and courteous manner. 

• Perform filing, scanning, copying, and general administrative support. 

• Maintain an organized, clean, and professional office environment. 

• Audit and maintain employee personnel files and client records in accordance with company policies and applicable federal, state, and local regulations. 

• Assist leadership with special projects and administrative assignments. 

• Run occasional business-related errands as needed. 

• Order and maintain office supplies. 

• Provide general administrative support to the leadership team. 

• Perform other related duties as assigned. 

Working Environment  

This position is performed primarily in an office setting, with occasional travel within the community to complete business-related errands. 

Physical Requirements  

• Sit, stand, and walk throughout the workday. 

• Frequently use a computer, keyboard, and telephone for extended periods. 

• Lift and carry office files and supplies, generally up to 10 pounds. 

• Maintain sufficient vision and hearing to perform administrative duties and communicate effectively with staff, clients, and visitors. 

Disclaimer  

This job description is intended to describe the general nature and level of work performed by employees in this position. It is not intended to be an exhaustive list of all duties, responsibilities, or qualifications. Management reserves the right to modify or assign additional responsibilities as business needs require.