Job Description

The Administrative Specialist oversees and manages office operations for the manager and department staff in a manner that allows the manager and staff to function effectively and efficiently.

1. Oversees the budget for the division: Tracks all expenses to budget; enters purchases and credits into spreadsheet; processes invoices and purchase orders; makes balance adjustments when needed; reads budget documents and reconciles purchases within budget.
2. Collects, reviews, and ensures proper completion of payroll: collects timesheets bi-weekly and checks for accuracy; enters hours in fax summary sheet; enters data into seasonal sheet; submits to payroll department; tracks staffs’ sick and vacation time.
3. Monitors flow of work for division, including tracking and facilitating progress of work and maintaining schedules, calendars and databases containing work-related information.
4. Performs clerical duties: Schedules, files, and types correspondence and reports for others; files all invoices and weekly statements for quick retrieval; proofreads correspondence and reports for others; schedules meetings and take notes at staff meetings.
5. Arranges travel and lodging for conferences and trainings: Registers colleagues for conferences; fills out CTCs; arranges lodging reservations; tracks expenses upon return of conferences and training; ensures completion of paperwork.
6. Assists in maintaining research and collection permits including insurance certificates: Files permits by date of issue; mails out supporting documents for permits; ensures insurance certificates are up to date.
7. Keeps direct supervisor promptly informed of key/significant issues or concerns.
8. Carries out duties and responsibilities in a safe and efficient manner to maintain a safe work environment and surrounding area for oneself, co-workers and public. Responds to hazardous situations and/or potentially unsafe conditions by taking corrective action as capable and promptly notifying supervisory personnel.
9. Updates and enhances own knowledge by involvement in continuing education for professional growth (i.e., attends relevant conferences, seminars, in-service trainings, and certification programs)
10. Performs related duties as assigned or apparent.

Qualifications

• High School Diploma or GED required. Minimum of two years of experience providing administrative support.
• Must have a good driving record (less than six active points on driving record at the application stage of the hiring process) and possess a valid driver’s license.
• Ability to develop and maintain effective working relationships with stakeholders, including employees and the general public.
• Ability to speak and write clearly, concisely and persuasively using correct grammar, spelling and punctuation with ability to communicate one-on-one or in group settings.
• Ability to perform work with a high degree of accuracy and organization.
• Management skills and strong business acumen, including problem solving, vision, ability to manage multiple programs and meet deadlines, collaboration, leadership, decision making and ability to analyze diverse facts and develop clear and concise reports and recommendations.
• Ability to work cooperatively with others.
• Proficiency in software programs including all Microsoft Office programs.
• Mature professional attitude and considerable discretion, including ability to manage confidential information.
• Ability to perform with considerable independence and initiative.

Work Days: Monday – Friday, with flexibility as needed.

Application Deadline: Open until filled.

Wage

$20.00 per hour