Administrative Specialist

Description

Position Identification:

Non-Exempt

Reports to: Branch Manager

Position Summary:

Provide administrative support to multiple departmentswith respect to the day-to-day operations of the operating unit. Serve as a resource for the Branch Manager, by providing information, answering questions and assisting withprojects as needed. General front desk office duties to include answering phones, greeting customers, ordering office supplies, data entry, filing and administering new hire orientations/paperwork.

Job Functions:

• Plan, organize, and establish objectives and goals for projects assigned.
• Perform general administrative functions related to sales estimates, including typing quotes and responding to administrative needs of the sales and estimating team.
• Handle confidential, non-routine information, maintaining confidentiality with a high level of integrity
• Coordinate orientation efforts and assist in the onboarding of new hires
• Coordinate with Accounts Payable on filing or other administrative projects as required
• Maintain and/or develop periodic reporting tools and deliver ad hoc reports as needed
• Operate multi-line phone system and greet front office visitors
• Make travel arrangements as needed
• Maintain common areas including conference rooms, reception area, kitchen
• Maintain office supply inventory and order new supplies
• Responsible for office equipment (copiers, fax) operation and maintenance
• Sort and distribute incoming mail

• Perform other related duties as assigned

Knowledge, Skills & Experience:

• High School Diploma or equivalent
• Knowledge of office-related practices and procedures
• Computer skills and knowledge of office software packages including Microsoft Office Suite
• Ability to speak, read and comprehend instructions, short correspondence and policy documents, as well as converse comfortably with associates
• Proficiency with Microsoft Word, Excel and Adobe, including strong attention to detail

• Previous experience with office administration (preferred)

Key Competencies:

• Good communication skills
• Sound judgment and ability to make decisions
• Well organized; Adept at planning work and managing time
• Extreme attention to detail and high level of accuracy
• Initiative
• Integrity
• Adaptability
• Professional demeanor, including refusal to engage in gossip
• Willingness to learn
• Teamwork and collaboration

Working Conditions:

Physical surroundings: Office environment with typical office machines and exposure to noise and temperature.

Physical Effort: Extensive sitting, standing, walking. Repetitive keying, typing. Occasional lifting not to exceed 50 pounds

Travel: Less than 10%

Hours: Full-time Monday thru Friday. Willing to be flexible for right candidate.

Office Support Specialist4/2020