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

Requirements

• High school diploma or equivalent required
• Computer keyboarding skills
• Ability to utilize current phone system
• Clear enunciation and excellent verbal and written communication skills
• Lifting up to 20 pounds
• Frequent stooping and bending
• Ability to sit for extended periods of time
• Extensive computer work utilizing Microsoft Office Suite

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
• Knowledge of office software applications (e.g., Microsoft Word, Excel, PowerPoint)
• Familiarity with office equipment (e.g., copiers, fax machines, phone systems)
• Proactive in identifying opportunities for process improvement and streamlining office operations

Benefits

• Pension
• Maternity leave
• Paid state holidays
• Overtime compensation (FLSA-governed)

Pay

Salary Range: $35,610 - $52,703

Schedule

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