ADMINISTRATIVE SPECIALIST

About the role

The Administrative Specialist is a key administrative support role within a department, responsible for performing a variety of office duties to ensure efficient office operations and support for agency staff and programs.

Responsibilities

• Perform a variety of administrative functions, including answering phones, responding to emails, managing office supplies, and maintaining office equipment.
• Maintain and update office filing systems, both physical and electronic, ensuring that documents are properly organized and easily accessible.
• Draft and proofread internal and external communications, including memos, reports, and correspondence.
• Cookordinate meetings, appointments, and conferences for agency staff and leadership.
• Manage calendars, ensuring that appointments, deadlines, and meetings are scheduled efficiently and with attention to priority.
• Create, maintain, and update records, files, and databases, ensuring accuracy and compliance with agency and state policies.
• Provide helpful, professional, and timely responses to inquiries, referring questions to appropriate staff when necessary.
• Accurately input and maintain data in electronic systems, databases, and spreadsheets.
• Monitor and update records or databases to ensure that information is current and accurate.
• Ensure that supplies and materials are ordered and available to meet operational needs.

Requirements

Initial and on-going training is required and may also require in-State travel (day and or night stays).

Requires the ability to multi-task, problem solve and prioritize.

Must be able to escort clients to and from the lobby multiple times a day.

Must be able to sit, type, and talk on the phone for long periods of time.

Requires some standing at the multi-functional device for scanning and copying.

Sufficient interpersonal skills to ensure a positive relationship with clients and coworkers.

Lifting up to 20 pounds, frequent stooping and bending, ability to sit for extended periods of time, extensive computer work utilizing Microsoft Office Suite, ability to utilize current phone system, clear enunciation, and excellent verbal and written communication skills.

Qualifications

A high school diploma or equivalent is required.

Satisfaction of the minimum qualifications, including years of experience and service, does not entitle employees to automatic progression within the job series.

Promotion to the next classification level is at the discretion of the department and the Office of Personnel Management, taking into consideration the employee’s demonstrated skills, competencies, performance, workload responsibilities, and organizational needs.

Skills

• Ability to draft clear, concise, and professional correspondence.
• Ability to interact with the public, staff, and leadership in a professional and approachable manner.
• Ability to maintain organized records and files.
• Ability to assess situations, troubleshoot problems, and implement effective solutions in a timely manner.
• Knowledgeable of office software applications (e.g., Microsoft Word, Excel, PowerPoint), and familiarity with office equipment (e.g., copiers, fax machines, phone systems).
• Proactive in identifying opportunities for process improvement and streamlining office operations.

Benefits

This position is governed by FSLA, and approved overtime is compensated.

Pay

The salary range for this position is $35,610 - $52,703.

Schedule

Details regarding the schedule are not specified in the posting.