Administrative Specialist - Admin Services

Administrative Specialist

Under general supervision, the Administrative Specialist performs simple to complex administrative support and tasks under the direction of a supervisorial position. The Administrative Specialist serves as the front office contact for all visitors and callers. The Administrative Specialist may need to work early morning, evening, and weekends, as needed, to support meetings. The Administrative Specialist is an essential team member and supports Central Health employees in providing access to high-quality care.

The shift for this position will be 10am - 7pm; Mon - Fri.

Responsibilities

Essential Functions :

• Performs receptionist duties, greets, assists patients and visitors by answering questions, directing them to the appropriate location or person, assigns and collects visitor badges and maintains log of all temporary badges.
• Answers phone lines, screens and routes calls, takes and relays messages, and responds to customer inquiries.
• Provides administrative support for early, evening, and weekend meetings.
• Performs data entry and other computer work using Microsoft 365 applications.
• Provides administrative support, including scanning, printing, research, and other special projects.
• Serves as backup to administrative office supervisor duties for the continuation of administrative operations.
• Provides various simple to complex administrative tasks and delivers high impact service with great customer service and attention to detail.
• Provides assistance to all Central Health departments with any special projects or other duties.
• Takes necessary precautions for the proper handling of classified, confidential, and sensitive information.
• Manages all outgoing and incoming mail, overnight services, and courier services.
• Purchases mail and overnight supplies and maintains appropriate inventory.
• Manages, operates, supply orders, and schedules any needed maintenance of printers, shredders, and any other office equipment.
• Reports any maintenance needs and follows up with Facilities Department.
• Manages meeting room schedules and posts all meeting room calendars and or agendas.
• Coordinates meeting needs with meeting coordinators and ensures that each meeting is set up in accordance with requests.
• Serves as the subject matter expert of audio and visual equipment, applications, and software for all meeting rooms.
• Coordinates housekeeping services with the Custodial Worker to ensure all meeting rooms are properly cleaned and ready for meetings.
• Serves as the coordinator of any housekeeping needs, assists with quality checks of the service provided and makes recommendations on corrective actions.
• Serves as a member of the Safety Team.
• Supports the Records Management program and community outreach programs.
• Performs other duties as assigned.

Knowledge, Skills and Abilities

Qualifications

Minimum Education : High School Diploma or equivalent.

Minimum Experience : 3 years related experience.

Preferred Experience : Bi-lingual in Spanish.