Safety Affair / Administrative Specialist

Safety Affair / Administrative Specialist

An Administrative Specialist performs assist level office support duties and provides specialized program support for an administrative department, college, or program. Administrative Specialists perform a wide range of administrative and personal assistant duties including conducting research, preparing statistical reports and spreadsheets, preparing correspondence, reports and presentations, handling information requests, planning conferences and meetings, providing purchasing and payroll support, fulfilling employment administration requirements, making travel arrangements, and maintaining calendars and schedules.

Job Responsibility

Respond to and initiate inquiries (questions regarding purchasing, personnel, facilities, administration, specialized programs, etc.) Explain policies, answer questions, and independently resolve problems whenever feasible.

Prepare presentation materials for use by others, editing content and adding appropriate graphic and design elements. These responsibilities may include creating basic web content.

Compose and / or prepare correspondence, memoranda, promotional materials, forms, newsletters, manuals, and reports using appropriate word processing and spreadsheet tools. Perform basic statistical calculations on data for reports and presentations.

Plan, prioritize and schedule meetings and appointments for Directors and other management. Make decisions on a daily basis regarding calendars.

Assist with grant proposals and serve as a resource for information related to the administration of grants and contracts.

Perform specialized administrative duties required to support the specific program area, using discretion to make judgments based on operating guidelines. Support purchasing requirements for department, researching items and obtaining price quotes, entering information into the systems, receiving purchase orders, and maintaining P-Card information as required.

Support human resource and payroll processes as a primary contact or backup for payroll preparation or certification, leave tracking, appointment papers, and other requirements.

Arrange and coordinate travel and travel reimbursement for staff.

Compile and maintain information that may require web or library researching, gathering, compiling, and updating data and records.

Perform other administrative duties as required to support the mission and function of the unit.

Prepares and maintains maintenance related documents; daily report and check sheet.

Working schedule can be changes Day time or Night time

Employees may be required to work beyond standard hours

Flexible work with weekend if possible (Additional allowance $350.00 / per day)

Requirements

An Associate's degree in office administration or a related field may be preferred

0-1 years of experience for entry-level positions

Working knowledge of Microsoft Office Suite, including Word, PowerPoint, and Excel

Experience using business email services, such as Microsoft Outlook

Previous experience with, or an ability to learn to use common office equipment, such as modern phone systems, fax machines, and copy machines

Comfort multitasking and handling multiple requests from different individuals and departments

Ability to work quickly and in a potentially high-stress environment

Strong communication skills and extremely self-motivated when managing communication channels

Highly organized and capable of creating organizational systems that others easily utilize

Must Have the Following Competencies

Be an analytical thinker / Problem Solver / Decision Maker

Have excellent time management / Resource management

Organized planner / Attention to detail

Results oriented / Takes initiative

Development of others / Teamwork

Innovative / Creative

Build Relationships / Client Focused / Service Minded

Self-motivated, responsible in work

Positive mindset and active personality

Great interpersonal skills / Communicator