Administrative Support Specialist

Description Administrative Support Specialist

SUMMARY OF POSITION

The Administrative Support Specialist reports cross functionally to several business leaders and fulfills a combination of secretarial, administrative, data management and book keeping functions. The administrative specialist will function as liaison between corporate, regional and divisional operations as needed. This position requires a high degree of organization and planning, skills required to generate accurate and timely data reports and superior customer service skills. The Administrative Specialist will engage in general filing, duty coordination, material and proposal packaging, customer service, accounts receivable, accounts payable and collections. Work requires continual attention to detail in composing, typing, and proofing materials, establishing priorities and meeting deadlines.

RESPONSIBILITIES:

1. Entry of customer information for new and renewing customers from the service agreements
2. Position provides support to the Division including- payroll processing paperwork completion, maintaining employee files, ordering supplies ,customer service, accounts receivable, accounts payable and collections.
3. Manages Outlook calendars; setting up meetings, resolving schedule conflicts and prioritizes meetings.
4. Schedules and organizes simple to complex activities such as meetings, travel, expense reports, and department activities for members of management team.
5. Files documents, generates reports, drafts communications and responds to routine questions.
6. Uses variety of software to produce predefined or routine queries, reports, announcements, correspondences, memos, business plans, layouts and graphic designs as requested.
7. Tracks financial/quantitative data, researches and reports variances.
8. Assists with the planning, coordination and communication of employee activities.
9. Works independently and within a team on recurring and non-recurring assignments that may require demonstrated poise, tact, diplomacy and confidentiality.

QUALIFICATIONS:

• Minimum of Associate Degree in Business/Accounting/Liberal Arts
• 5+ years experience in an administrative support function
• Requires 2+ years experience in accounting and/or recyclable commodity related field.
• Proficiency with MS Outlook, Word, PowerPoint as well as intermediate familiarity with Excel.
• Strong written and verbal communication skills
• Demonstrated ability to think analytically and resourcefully draw accurate conclusions.
• Ability to manage complex and dynamic situations requiring a well developed sense of organizational prioritization.
• High degree of autonomy, yet team oriented with ability to work cross-functionally within a matrix organization.
• Proven depth in business mathematical principles and applications (e.g. book keeping, accounting).
• Attention to detail with demonstrated ability to produce accurate and consistent work quality.
• Experience researching, interpreting, data management, data entry and report generation.
• Intermediate level of experience using computer automation tools (e.g. SAP, JD Edwards, Tower, Dossier, PeopleSoft, etc.).
• Must have high level of interpersonal skills to handle sensitive and confidential situations.
• Able to interact and communicate with individuals at all levels of organization.

Special Considerations/Physical Work Requirements Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the job.

• Required to use motor coordination with finger dexterity (such as keyboarding, machine operation, driving, etc.)- most of the work day;
• Required to exert physical effort in tasks that involve the ability to exert light physical effort in sedentary to light work, but which may involve some lifting, carrying, pushing and/or pulling of objects and materials of light weight handling objects less than 25 pounds- rarely;

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