Administrative Support Specialist

Do you have administrative experience and customer service skills in a social services organization?

Serve as the Administrative Assistant to the Human Services Program Administrator. Performs independent administrative and office support work.

• Receive visitors, telephone calls, and chat inquiries for the HS Program Administrator, ascertain nature of business, personally handle those requesting information, appointments, and direct remainder to appropriate authority for disposition.
• Receive and screen incoming mail, route correspondence, and prepare and send outgoing correspondence.
• Maintain appointment calendars and advise management of important meetings.
• Coordinate, administer, and manage special projects for the HS Program Administrator and research and prepare reports on administrative matters for associates, managers, and others.
• Develop and oversee records management controls, develop procedures, either automated or manual, and train staff in usage.
• Process, code, and maintain personnel, property control, purchasing, claims, and/or fiscal records, perform arithmetical calculations, and compile reports for manager’s.
• Coordinate clerical and administrative activities of the Community Connections Division.
• Act in a confidential capacity in related secretarial and office tasks.
• Train new users in computer applications and apply computer technology to improve work processes.
• Compile and analyze data and prepare statistical and other reports for customers and managers.
• Provide information on department policies, procedures, and operations and maintain legal compliance.
• Review work, assist, train, or advise technical or clerical employees, and develop operational procedures.
• Prepare or direct the preparation of documents, claims, department paperwork, requisitions, purchases, delivery of service, equipment, commodities, materials, and supplies, resolve problems with customers, contractors, agencies, vendors, departments, and/or providers, maintain records of activities to coordinate workflow, maintain schedules, and meet quality requirements.
• Maintain, monitor, process, and track workload, statistics, schedule, financial, and other information on behalf of management.
• Conduct analysis and reviews paperwork, reports, bills, claims, applications, and other records covering government related costs and requests for services, process claims, refer service providers, customers, and employees to others for assistance, and maintain databases, record systems, documents, and case files.
• Conduct training classes in area of assignment for both inter and intradepartmental staff.
• Operate personal computer and perform data processing functions including using available software packages, encode data, report generation, data entry, retrieval, and other specialized and routine computer operations.
• Schedule internal and external meetings and conference calls, prepare agendas, and take meeting minutes.
• Perform other related job duties as assigned.

Experience:

Clerical experience preparing, processing, and maintaining administrative records.

• 3+ years’ experience as described above; or
• Associate’s degree in a related field and 1+ years’ experience as described above; or
• Bachelor’s or higher-level degree in a related field and some experience as described above; or
• An equivalent combination of education, training, and/or experience.
• Assignment to work a variety of work schedules including compulsory work periods in special, emergency, and/or disaster situations.

• Knowledge of business English, spelling, punctuation, and arithmetic.
• Knowledge and advanced experience with Microsoft Office.
• Knowledge of modern office methods, practices, and procedures.
• Knowledge of laws and rules governing procedures and legal requirements encountered in government office operations.
• Knowledge of laws, rules, regulations, policies, and procedures as applied to highly specialized departmental administrative processes…