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Description Initiates, coordinates, and executes administrative support to the Operations department. Key Responsibilities * Answers and screens telephone calls in a professional and timely manner ...

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Administrative Support Specialist

FS-Curtis

Full-time

Re-posted 9 days ago

Job description

Description
Initiates, coordinates, and executes administrative support to the Operations department. 

Key Responsibilities
  • Answers and screens telephone calls in a professional and timely manner; takes accurate messages with a high degree of professionalism and courtesy; arranges conference calls.
  • Exercises considerable judgement and discretion in handling requests for appointments and telephone calls.
  • Distributes daily internal/external mail and overnight packages; sends and distributes faxes. 
  • Composes, types, and distributes professional correspondence and memoranda, e-mails and faxes, using individual initiative and as assigned. 
  • Proactively establishes, and maintains highly organized filing system; files correspondence and other records. 
  • Coordinates calendars and schedules appointments, ensuring all parties are informed of and kept abreast of schedule awareness. 
  • Meets and greets visitors. 
  • Coordinates travel arrangements; completes expense reports and processes invoices; ensures that correct account codes are used and required signatures obtained. 
  • Conducts research; compiles and types statistical reports. 
  • Coordinates meetings including but not limited to preparing and distributing agendas and other meeting materials, reserving and preparing facilities, and recording and transcribing meeting minutes. 
  • Orders and maintains supplies; coordinates equipment maintenance. 
  • Manages office petty cash fund and reimbursement procedures.
  • Assists in development and implementation of department systems and procedures as needed.
  • Performs general clerical duties including but not limited to filing, photocopying, faxing, and mailing.
  • Demonstrates a high level of professionalism in dealing with confidential and sensitive issues.
  • Assists with special projects as assigned.
  • Performs other related duties as assigned by management.


Skills Knowledge and Expertise
  • Associate degree (A.A.) or equivalent, three to five years related experience, or equivalent combination of education and experience
  • Firm commitment to excellence and high standards
  • Strong verbal and written communications skills including ability to listen attentively and to communicate information clearly and effectively
  • Strong organizational, problem-solving, and analytical skills; able to manage priorities and workflow
  • Strong interpersonal skills
  • Ability to follow established policies and procedures
  • Ability to understand and follow written and verbal instructions
  • Ability to deal effectively with a diversity of individuals at all organizational levels
  • Good judgement with the ability to make timely and sound decisions
  • Creative, flexible, and innovative team player
  • Self-motivated, resourceful and adaptable; able to work independently within team focused environment
  • Versatility, flexibility, and a willingness to work within constantly changing priorities with enthusiasm
  • Detail oriented and highly organized with the ability to prioritize duties and responsibilities
  • Excellent time-management skills with demonstrated ability to manage multiple projects at a time while meeting deadlines
  • Demonstrated ability to plan and organize projects
  • Proficient with Microsoft Office 365 software; SAP experience preferred
 
Education: Associate's Degree (AA) or equivalent from a two-year college or technical school, or six months to one year related experience and/or training, or equivalent combination of education and experience.