Description:
JOB SUMMARY
The Administrative Specialist is responsible for day-to-day administrative activities for the organization and general administrative duties assigned to multiple departments. These activities will include front-line phone support, greeting guests, receiving deliveries, and processing mail, processing facility work orders, and general administrative support for all directors. This position will also field emails, and other messaging-based platforms. Additionally, this position will file/mail records, support building access for employees, and enter standard data in various databases and/or spreadsheets. This role will also support monitoring and audit records needs along with special projects. This role requires a high level of accuracy, attention to detail, and organizational skills.
ESSENTIAL FUNCTIONS AND KEY TASKS
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Enjoy a culture of high performance and continuous improvement.
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Collaborate with team members to provide assistance through multiple channels, including front-line phone support, email, and online chat support. Transferring as needed to appropriate staff\departments.
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Respond to inquiries from families regarding School Readiness and VPK eligibility including, requirements, application processes, file status, and documentation needs.
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Provide clear and accurate information while maintaining professional and supportive interaction.
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Process incoming deliveries, incoming and outgoing mail.
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Process facility request, including obtaining certificates of insurance as needed, requests for building access and preparing employee badges.
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Process copier machine requests.
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Maintain records and process destruction annually per retention requirements.
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Follow up with vendors/providers on outstanding agency needs.
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Enter or review data entry for accuracy.
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Monitor and direct correspondence in shared work queues and email inbox(es).
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File documents timely and accurately.
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Prepare documents for monitoring and audits.
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Prepare and process incoming/outgoing correspondence.
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Serve as backup to inventory tracking task.
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Provide Administrative Support as needed to all Departments.
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Stay informed on program guidelines, policies, and updates related to eligibility.
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See also All Staff Support Tasks.
KNOWLEDGE, SKILLS, AND ABILITIES
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Competent skills in Microsoft Office.
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Strong communication skills, both verbal and written.
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Strong organizational skills.
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Strong customer service skills.
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Able to work collaboratively in a team environment.
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Able to effectively prioritize tasks.
Requirements:
REQUIRED SKILLSETS
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Task/Judgment – Perform tasks using limited judgement in some circumstances.
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Independence/Expertise – Often seeks management approval for deviation from guidelines.
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Service/Initiative – May troubleshoot implementation of new programs.
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Supervision – Not developed in this set.
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Agency Growth – Not developed in this set.
EDUCATION AND/OR EXPERIENCE
REQUIRED
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High school diploma or equivalent.
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Minimum of two years of experience in a role with administrative duties.
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Minimum of two years of experience in a customer service role.
PREFERRED
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An associate degree in business or accounting from an accredited university/college.
WORKING CONDITIONS AND PHYSICAL DEMANDS
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Physical demands and work environment characteristics described are representative; reasonable accommodations may be made to ensure individuals with disabilities can perform essential functions.
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Regularly required to stand or sit for prolonged periods of time, walk, use hands and fingers to handle or feel; reach with hand and arms, climb and/or balance, stoop, kneel, crouch or crawl, talk and hear.
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Must regularly lift and/or move up to twenty pounds, occasionally lift and/or move up to fifty pounds with assistance.
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Telework will require internet speeds of 4Mpbs download/4Mpbs upload and working in the immediate geographical area.
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Must have reliable transportation, minimum insurance coverage, a valid driver’s license, and a clean driving record.
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Will need a reliable mobile phone service for technology compliance requirements (i.e. multifactor authentication).
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Specific vision abilities may include close vision and the ability to focus for prolonged periods of time.
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Developmentally appropriate interactions with children may be required in the work environment.
CULTURE
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Assumes Positive Intent
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Is (Be) Effective
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Chooses Responsibility
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Delivers Excellent Customer Service
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Embraces Fun
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Finds the Solution that Best Helps the Child
