ADMINISTRATIVE SPECIALIST

About the role

The Administrative Specialist works under general supervision and is responsible for performing a wide variety of tasks that are standard or regular support duties within an assigned department or program. This position is governed by state and federal laws and agency/institution policy. Position assignments are dependent on the needs of the office and are determined by management staff.

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
• Coordinate 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
• Prepare and distribute meeting agendas, take minutes, and track follow-up actions for meetings
• 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

Qualifications

• High school diploma or equivalent required
• Computer keyboarding skills, phone system proficiency, clear enunciation, and excellent verbal and written communication skills
• Ability to multi-task, problem solve, and prioritize
• Sufficient interpersonal skills to ensure a positive relationship with clients and coworkers
• Ability to sit, type, and talk on the phone for long periods of time
• Ability to escort clients to and from the lobby multiple times a day
• Some standing at the multi-functional device for scanning and copying required

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
• Ability to handle sensitive and confidential information with discretion and in compliance with state and federal privacy laws
• 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
• Lifting up to 20 pounds, frequent stooping and bending
• Ability to sit for extended periods of time
• Extensive computer work utilizing Microsoft Office Suite

Pay

Salary range: $35,610 - $52,703. This position is governed by FSLA, and approved overtime is compensated.

Benefits

• Pension
• Maternity leave
• Paid state holidays