Administrative specialist Jobs in Detroit, MI

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Job Summary : Under limited supervision, uses intermediate skills obtained through experience and training to provide general administrative support to LAHC - Leaders Advancing and Helping Communities. Professionally greets clients and visitors and directs callers as appropriate. Performs intermediate level administrative support functions including creating memos, flyers, office supply maintenance / ordering, meeting scheduling and support (audio visual set up / presentation needs), employee event coordination and support, data entry and reporting. Follows established procedures to perform routine tasks and receives general guidance and direction to perform a variety of non-routine tasks. Routine contact with internal and external customers is required to meet objectives.

Essential Duties and Responsibilities :

• Greet all guests, visitors, vendors, contractors, subtenants / stakeholders, etc. and respond to all inquiries and needs (including filing, copying, directing people to appropriate staff, all preparation for (including catering as needed), set-up and breakdown for meetings and providing technical / AV assistance as needed.
• Responsible for maintaining common public facing areas at the Agency
• Answer multi-line phone.
• Produce and distribute correspondence memos, flyers, letters, faxes and forms using professional writing standards.
• Coordinates all aspects of mail processing for the Agency including opening mail, distributing mail, and metering and delivering mail to the post office.
• Coordinates the issuance of key fobs and monitors overall building security compliance. Notifies appropriate management of issues as needed.
• Complete administrative processes related to onboarding and terminating team members including including coordinating with IT services for laptop and phone set up, issuing key fobs, setting up workstations and conducting office tours.
• Ensure compliance with health and safety standards by conducting regular inspections, maintaining appropriate documentation, and coordinating with janitorial services and management as appropriate.
• Responsible for purchasing and maintaining office supplies and other purchases as directed.
• Organize and schedule meetings and events and maintain appropriate calendars as needed.
• Prepare agendas and record minutes as directed.
• Assist in data collection related to technical reports
• Provide support including logistics and ordering of office supplies, kitchen supplies and other purchases as needed
• Serves as primary point of contact with vendors for services including cleaning, catering, equipment maintenance.
• Coordinates select functions for CEO and senior level management of Agency which may include calendaring, coordinating travel arrangements, and other select appointments with high attention to detail.
• Maintains regular and consistent attendance.
• Operates standard office equipment and uses required software applications.
• Performs other duties and responsibilities as assigned.

Knowledge, Skills, and Abilities :

Knowledge, Skills, and Abilities :

Knowledge of :

Skill in :

Ability to :

Educational / Previous Experience Requirements :

oAssociates degree required

and~

Licenses / Certifications :

oNone

Working Conditions :

Hours : Normal business hours. Some additional hours may be required.

Travel Required : None

Working Environment : Climate controlled office environment during normal business hours.

Job Category : Administrative

Physical Requirements :

Sitting

Up to 7 hour(s) per day

Lifting

Up to .5 hour(s) per day

Walking

Up to 2 hour(s) per day

Up to 50 max. pounds

Standing

Up to 4 hour(s) per day

Pushing

Up to .5 hour(s) per day

Bending

Up to 1 hour(s) per day

Up to 50 max. pounds

Squatting

Up to 1 hour(s) per day

Pulling

Up to .5 hour(s) per day

Stooping

Up to 1 hour(s) per day

Up to 50 max. pounds

Reaching

Up to 2 hour(s) per day

Climbing

Up to .5 hour(s) per day

Balancing

Will not generally apply

Stairs

Up to .5 hour(s) per day

Twisting

Up to 1 hour(s) per day

Ladder

Will not generally apply

Crawling

Will not generally apply

Step-stool

Will not generally apply

Kneeling

Up to 1 hour(s) per day

Excessive heat

Will not generally apply

Typing

Up to 4 hour(s) per day

Excessive cold

Will not generally apply

Data Entry

Up to 4 hour(s) per day

Dust

Will not generally apply

Humidity

Will not generally apply

Loud Noise

Will not generally apply

Hands in Water

Will not generally apply

Unusual hearing or vision demands :

None specified

Other physical demands or notes :

Last updated : January 6, 2025

DISCLAIMER

The preceding job description has been designed to indicate the general nature of work performed; the level of knowledge and skills typically required; and usual working conditions of this position. It is not designed to contain, or be interpreted as, a comprehensive listing of all requirements or responsibilities that may be required by employees in this position. To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Employee Signature : ________________________________________ Date : __________________