Administrative Support Specialist

Job Description

Job Description

Title : Administrative Support Specialist

Location : Wilmington, Delaware

Full Time

Pay Rate : $21.75 per hour

The Administrative Support Specialist is responsible for managing and coordinating administrative functions within the organization’s business units, including Donated Goods & Retail (DGR), Goodwill Staffing Services (GSS). This role serves as the primary point of contact for payroll and time record queries from GSS customers and team members. The Administrative Support Specialist also provides administrative and operational support to the DGR business unit by assisting with inventory management as well as procurement and purchasing related functions. The Administrative Support Specialist collaborates closely with the Accounting Department to communicate information while performing the position’s day-to-day administrative duties.

ESSENTIAL FUNCTIONS AND BASIC DUTIES

• Finalizes time records for GSS team members ahead of payroll processing. Contacts GSS team members and site administrators when work hours are pending submission or approval.
• Supports GSS customers and team members by researching and implementing solutions to payroll-related queries and issues.
• Trains new GSS team members in the use of Goodwill’s systems for the purpose of submitting time records and time-off requests.
• Requests the processing of manual payroll checks resulting from unsubmitted work hours or missing time sheets. Reviews information with the appropriate site administrator / time record approver and the GSS team member to ensure accurate payment. Prepares supporting documentation for the manual payroll checks.
• Communicates with the Accounting Specialist regarding pay-related discrepancies to ensure that client billing is accurately reconciled.
• Assists the Goodwill Staffing Service Team with on-boarding and off-boarding processes for GSS team members.
• Provides administrative support to the DGR business unit by assisting with procurement functions, including conducting research for procurement requests, preparing and processing purchase orders, coordinating delivery of items or services with vendors, monitoring order status, and maintaining procurement records in compliance with organizational policies and procedures.
• Handles inventory management and conducts audits of supply orders to determine stock levels, identify discrepancies, and ensure efficient resource utilization.
• Prepares reports and presentations for executive and leadership team members.
• Reviews administrative workflows, operating practices and resource utilization, and recommends changes that improve workflow efficiency. Assists with updating administrative policies, procedures, and guidelines, and communicates changes to key stakeholders.
• Maintains continuity of work operations by identifying needs, discovering irregularities, documenting and communicating needed actions to management.
• Maintains a high level of confidentiality and security of team members’ files and payroll information.
• Provides support for special projects and events, as needed.
• Follows safety policies and procedures ensuring maximum safety, security, and protection of all customers and company assets.
• Performs other duties as assigned.

EDUCATION / EXPERIENCE

At least 2 years of related administrative and / or operations experience. Associate’s degree in business management or related field is preferred. An equivalent combination of education and experience may be considered.

Q UALIFICATIONS

WORKING CONDITIONS

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is frequently exposed to mechanical parts in warehouse facility. The noise level in the work environment is usually moderate.

PHYSICAL ACTIVITIES AND REQUIREMENTS

FINGER DEXTERITY : The ability to make fast, simple, repeated movements of the fingers, hands and wrists.

TALKING : Talking to others to convey information effectively and to communicate information and ideas in speaking so others will understand.

AVERAGE VISUAL ABILIITES : The ability to see details at close range (within a few feet of the observer). Specific vision abilities required by this job include close vision, distance vision, color, vision, peripheral vision, depth perception and the ability to adjust focus.

PHYSICAL STRENGTH : The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is frequently required to stand and walk.

INTENT AND FUNCTION OF POSITION DESCRIPTION

Position descriptions have been reviewed to ensure that only essential functions and basic duties have been included. Peripheral tasks, only incidentally related to each position, have been excluded. Requirements, skills, and abilities included have been determined to be the minimal standards required to successfully perform the positions. In no instance, however, should the duties, responsibilities, and requirements delineated be interpreted as all-inclusive. Supervisors may assign additional functions and requirements as deemed appropriate.

Position descriptions are not intended as and do not create employment contracts. Goodwill Industries of Delaware and Delaware County, maintains its status as an at-will employer.