Position Details
Administrative Support Specialist Apply
Job Description
Job Description
Description
Key Responsibilities
Skills Knowledge and Expertise
Initiates, coordinates, and executes administrative support to the Operations department.
Key Responsibilities
- Answers and screens telephone calls in a professional and timely manner; takes accurate messages with a high degree of professionalism and courtesy; arranges conference calls.
- Exercises considerable judgement and discretion in handling requests for appointments and telephone calls.
- Distributes daily internal/external mail and overnight packages; sends and distributes faxes.
- Composes, types, and distributes professional correspondence and memoranda, e-mails and faxes, using individual initiative and as assigned.
- Proactively establishes, and maintains highly organized filing system; files correspondence and other records.
- Coordinates calendars and schedules appointments, ensuring all parties are informed of and kept abreast of schedule awareness.
- Meets and greets visitors.
- Coordinates travel arrangements; completes expense reports and processes invoices; ensures that correct account codes are used and required signatures obtained.
- Conducts research; compiles and types statistical reports.
- Coordinates meetings including but not limited to preparing and distributing agendas and other meeting materials, reserving and preparing facilities, and recording and transcribing meeting minutes.
- Orders and maintains supplies; coordinates equipment maintenance.
- Manages office petty cash fund and reimbursement procedures.
- Assists in development and implementation of department systems and procedures as needed.
- Performs general clerical duties including but not limited to filing, photocopying, faxing, and mailing.
- Demonstrates a high level of professionalism in dealing with confidential and sensitive issues.
- Assists with special projects as assigned.
- Performs other related duties as assigned by management.
Skills Knowledge and Expertise
- Associate degree (A.A.) or equivalent, three to five years related experience, or equivalent combination of education and experience
- Firm commitment to excellence and high standards
- Strong verbal and written communications skills including ability to listen attentively and to communicate information clearly and effectively
- Strong organizational, problem-solving, and analytical skills; able to manage priorities and workflow
- Strong interpersonal skills
- Ability to follow established policies and procedures
- Ability to understand and follow written and verbal instructions
- Ability to deal effectively with a diversity of individuals at all organizational levels
- Good judgement with the ability to make timely and sound decisions
- Creative, flexible, and innovative team player
- Self-motivated, resourceful and adaptable; able to work independently within team focused environment
- Versatility, flexibility, and a willingness to work within constantly changing priorities with enthusiasm
- Detail oriented and highly organized with the ability to prioritize duties and responsibilities
- Excellent time-management skills with demonstrated ability to manage multiple projects at a time while meeting deadlines
- Demonstrated ability to plan and organize projects
- Proficient with Microsoft Office 365 software; SAP experience preferred
Education: Associate's Degree (AA) or equivalent from a two-year college or technical school, or six months to one year related experience and/or training, or equivalent combination of education and experience.
