0201202402 Administrative Specialist Urbanna, VA Apply
Bay Aging is seeking a full-time, Administrative Specialist for our Urbanna, VA office. This is a great opportunity to join a dynamic team.
This position is responsible for managing many administrative functions of the agencys main office. Provide customer service by acting as the first line of communication to the public for inquiries regarding the Agency. Provide administration to the central operations and assist with coordination efforts amongst satellite offices. Position located in the Agencys main administrative headquarters. Reports to Manager, Administration amp; Operations. Pay: $15/hr-$17.50/hr.
Benefits: Health amp; Vision, Dental, 401K Retirement Plan, Paid Leave-Annual, Holiday amp; Sick, Employee Assistance Program, and more.
ESSENTIAL FUNCTIONS
1. Perform all aspects and requirements related to professional office management (45%):
- Prioritizes and manages all aspects for the main office, including: maintenance, mailing (inter-office and external), shipping, supply and equipment management
- Pick up the mail each morning and distribute to respective department/program staff; to include date stamping time sheets and envelopes.
- Provide data entry into software systems: Excel, etc.
- Organize, sort, and/or file various types of documentation.
- Prepare letters, fill envelopes, and affix appropriate addresses and postage.
- Record incoming checks/money for daily deposit into appropriate fiscal logs.
- Scan, copy, and/or fax documents as needed; monitor fax machine and distribute incoming faxes to appropriate addressee.
- Monitor newspapers in core service area for press related to the organization, its employees, or Board of Directors; copy and send releases to appropriate staff for recognition in Board Notes.
- Sort documentation containing confidential or sensitive information; appropriately shred documents or place in secure shred box.
- Assist in maintaining office machines and make necessary repair requests on machines and office building, i.e. postage machine, copiers, etc.
2. Perform Customer Service functions (45%):
- Manage call center phone system to connect to the appropriate department.
- Appropriately answer/screen telephone calls and connect to appropriate staff with introduction of who is calling and why they are calling.
- Receive and screen visitors to provide information and direct to the appropriate staff.
- Handle requests for information and data and resolve administrative problems and inquiries.
- Develop and maintain current knowledge of Agency operations and people in order to provide information to the public.
- Administer and update telephone auto attendant messages, phone modes, and extension list
3. Other responsibilities as needed (10%)
KNOWLEDGE, SKILLS AND ABILITIES
- Excellent telephone etiquette, customer service experience, and proofreading skills
- Knowledge of operation of standard office equipment
- Strong verbal communication skills in person and on the phone
- Strong written communication (e.g. reports, letters, emails)
- Work well under the pressure of recurring deadlines.
- Attention to details and strong organizational skills.
- Ability to use computerized multi-line call system.
- Ability to mediate conflict and engage clients in problem solving conversations.
- Ability to use Microsoft Office products
- Professionalism and ability to maintain confidentiality are essential.
- Establish and maintain effective working relationships with co-workers, clients and outside parties.
WORKING ENVIRONMENT
Office-based position with minimal physical requirements (ability to lift 20lbs, walking and climbing stairs).
None of the essential functions of the position can be performed remotely.
MINIMUM QUALIFICATIONS
High School Diploma and at least 3 years of experience with customer service and office/administrative functions. Must possess valid Virginia Drivers License
FLSA status: This is a non-exempt position.
Disclaimer: This job description is not designed to cover or contain a comprehensive listing of all activities, duties or responsibilities that are required of the employee. From time to time, the supervisor will ask job holder to perform additional duties related to the completion of the work.
Bay Aging is an Equal Opportunity Employer. All applicants will be considered for employment without discrimination on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, age, veteran or disability status. Bay Aging is committed to providing access, equal opportunity, and reasonable accommodation for individuals with disabilities in employment, its services, programs, and activities. To request reasonable accommodation, contact MaDena DuChemin, Human Resource Manager at (804) 758-2396, Ext. 1228 or mduchemin@bayaging.org.
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