Position Overview

The Administrative Support Specialist provides intermediate-level administrative and technical support to various departments under general supervision. This position supports day-to-day office operations, document management, data entry, reporting, supply coordination, and other administrative functions.

Key Responsibilities

Administrative & Office Support

• Perform daily office responsibilities, including answering phones, faxing, copying, filing, processing mail, and typing.
• Process incoming and outgoing mail, overnight packages, certified mail, and other correspondence.
• Meet and greet visitors and coordinate with vendors and consultants as needed.
• Order, distribute, and maintain inventory of office supplies, food, badges, and other items.
• Perform various data entry assignments accurately and efficiently.
• Provide general administrative support to departments as assigned.
• Provide receptionist coverage as needed.
• Coordinate travel arrangements when required.

Documentation, Reporting & Process Support

• Coordinate administrative processes and maintain related documents and records, which may include audit documentation.
• Prepare, monitor, and maintain files, reports, records, systems, invoices, spreadsheets, and other business documents.
• Perform analysis and review of assigned transactions as needed.
• Maintain accurate and organized department records.
• Serve as a department document control coordinator when assigned.
• Ensure documentation is maintained according to established procedures and requirements.

Office & Facilities Support

• Maintain the organization and cleanliness of conference rooms, boardrooms, reception areas, kitchens, and other assigned areas.
• Ensure related office equipment and common areas remain organized and operational.
• Travel to the local post office when required.
• Perform additional assignments or administrative tasks as directed by management.

Qualifications

Education

• High school diploma or equivalent required.

Experience

• 3–5 years of administrative, clerical, office support, data entry, or related experience.

Required Skills

• Working knowledge of Microsoft Office products, particularly Microsoft Excel and Word.
• Ability to perform intermediate-level administrative, clerical, and data entry assignments.
• Ability to follow established procedures and guidelines.
• Strong organizational and time-management skills.
• Ability to prioritize responsibilities and take initiative.
• Strong attention to detail.
• Good problem-solving and listening skills.
• Strong written and verbal communication skills.
• Basic mathematical, reading, and writing skills.
• Ability to work independently and manage multiple responsibilities simultaneously.
• Ability to develop and maintain professional business relationships.
• Dependable, punctual, flexible, and able to remain composed under pressure.
• Ability to work effectively with employees at all levels of an organization.
• Ability to lead scheduled safety meeting discussions and complete required safety training modules, depending on assignment.

Preferred Qualifications
Depending on the specific assignment and location, experience or knowledge in the following areas is preferred:

• Commercial insurance
• ACORD insurance forms
• Procurement
• ISO certification

Supervisory Responsibilities

• None.

Work Environment

• Primarily office-based.
• May occasionally require work outside normal business hours with limited advance notice.
• Depending on the assignment, may require local travel by car to the post office on a daily basis.
• Local travel may account for up to approximately 6% of working time.