Administrative Support Specialist

Administrative Support Specialist

Chester County MH/IDD is seeking an Administrative Support Specialist to provide comprehensive administrative and operational support to the Administrative Officer. Working closely with the Administrative Officer and Operations Coordinator, this position helps ensure the department's administrative functions operate efficiently. The ideal candidate is detail-oriented, organized, and able to manage multiple priorities independently while following verbal and written instructions. Strong interpersonal, oral, and written communication skills are essential, along with the ability to interact effectively with staff and management at all levels. This position requires tact, sound judgment, and absolute discretion when handling sensitive information. Candidates must be proficient in Microsoft Word, Excel, PowerPoint, and Outlook and comfortable working across multiple data systems.

Essential duties, tasks and accountabilities will vary by department and may include the following:

• Receptionist/customer service duties (answer phones, make outgoing calls, direct calls, greet visitors).
• Typing and data entry (prepare and distribute lists, transcription, maintain statistical data, proofreading).
• Clerical duties (fax, copy, print, etc.).
• Maintain databases, logs and spreadsheets.
• Sort and distribute incoming mail.
• Maintain and order supplies.
• Filing and indexing (locate and pull files, re-file, update and maintain records).
• Perform special projects as assigned (e.g., research, training, run errands, etc.).
• Perform other duties, tasks and office functions, as required (e.g., attend meetings, facilitate meetings, etc.).

The Administrative Support Specialist will provide comprehensive administrative and operational support to ensure efficient department operations. Key responsibilities include:

• Support the Administrative Officer with merit system processes, including but not limited to reviewing and tracking applications, verifying qualifications, coordinating interviews, and assisting with employee onboarding.
• Maintain accurate records for staff clearances and leaves of absence, ensuring timely submission of required documentation to Human Resources.
• Serve as primary support to the Department Administrator by preparing correspondence, reports, memoranda, and assisting with departmental projects.
• Provide backup technical support for office systems and equipment, including user account management, mobile devices, laptops, printers, monitors, and docking stations.
• Maintain and manage department technology inventory.
• Coordinate general office operations, including working with Facilities, assisting with building access and ID badges, and addressing day-to-day service needs.
• Schedule and register staff for approved conferences, training sessions, and professional development activities.
• Serve as backup to the Administrative Clerk by handling routine correspondence, attending Board meetings as needed, processing mail, and ordering office supplies.
• Assist with data collection, basic analysis, and preparation of standard reports.
• Identify opportunities for process improvement and support the implementation of new systems and procedures.

Participate in committees and planning meetings.

Qualifications/Preferred Skills, Knowledge & Experience:

• High School Diploma or General Education Degree (GED).
• Minimum of one year of general office experience.
• Intermediate skills in using a personal computer and various software packages
• Excellent verbal and written communication skills.
• Strong typing skills (minimum of 50 wpm).
• Ability to use office machines (fax, copier, calculator, etc.).
• Strong interpersonal skills.
• Strong grammar and spelling skills.
• Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.
• Ability to work as part of a team.
• Ability to interface effectively with all levels of county management.

Preferred Skills:

• Associate's degree from an accredited college or university with courses in Office Administration, or equivalent combination of education and experience.
• Excellent ability to establish priorities, work independently, and proceed with objectives without supervision.
• Customer service experience.
• Ability to establish priorities and carry tasks to completion.
• Strong ability to handle and resolve recurring problems.
• Ability to multi-task.
• Accurate and detail oriented.
• Ability to follow office protocol.
• Strong knowledge of county policies and procedures.
• Ability to use common sense understanding to carry out written or verbal instructions.

Relevant background checks, clearances, physicals, drug tests, and any other assessments or evaluations will be conducted after an offer of employment is given per County policy. Computer Skills: To perform this job successfully, an individual should have:

• Intermediate Microsoft Office skills
• Intermediate Word skills
• Intermediate Excel skills
• Intermediate Access skills
• Intermediate PowerPoint skills
• Intermediate Outlook skills (Email and Calendar)
• Intermediate Internet skills (for research purposes)
• PeopleSoft Financial and/or HR skills or the ability to learn PeopleSoft