Administrative Support Specialist

Job Description

Job Description

Description

Initiates, coordinates, and executes administrative support to the Operations department.

Key Responsibilities

• Answers and screens telephone calls in a professional and timely manner; takes accurate messages with a high degree of professionalism and courtesy; arranges conference calls.
• Exercises considerable judgement and discretion in handling requests for appointments and telephone calls.
• Distributes daily internal / external mail and overnight packages; sends and distributes faxes.
• Composes, types, and distributes professional correspondence and memoranda, e-mails and faxes, using individual initiative and as assigned.
• Proactively establishes, and maintains highly organized filing system; files correspondence and other records.
• Coordinates calendars and schedules appointments, ensuring all parties are informed of and kept abreast of schedule awareness.
• Meets and greets visitors.
• Coordinates travel arrangements; completes expense reports and processes invoices; ensures that correct account codes are used and required signatures obtained.
• Conducts research; compiles and types statistical reports.
• Coordinates meetings including but not limited to preparing and distributing agendas and other meeting materials, reserving and preparing facilities, and recording and transcribing meeting minutes.
• Orders and maintains supplies; coordinates equipment maintenance.
• Manages office petty cash fund and reimbursement procedures.
• Assists in development and implementation of department systems and procedures as needed.
• Performs general clerical duties including but not limited to filing, photocopying, faxing, and mailing.
• Demonstrates a high level of professionalism in dealing with confidential and sensitive issues.
• Assists with special projects as assigned.
• Performs other related duties as assigned by management.

Skills Knowledge and Expertise

Education : Associate's Degree (AA) or equivalent from a two-year college or technical school, or six months to one year related experience and / or training, or equivalent combination of education and experience.