Administrative Support Specialist

Job Title: Administrative Support Specialist - Glendale Office

Division/Section/Unit: Administration

Job Summary: Under the supervision of the Business Manager, supporting the business administration in the receipt and organizing of mail and client files (hard copy and digital). Assist in other administrative support special projects, as needed. Focus on process improvement, digitizing of current hard copy files, establishing and maintaining audit-ready client files. Attention to detail is vital in this role to ensure information can be retrieved quickly and easily. The person filling this position will work within our Glendale, Arizona office.

Primary Duties:

Daily responsibilities include: the opening and logging of all incoming mail. The establishment and maintenance of client files, to include archive and document retention. Scanning and distribution of documents to the appropriate staff. Locating and supplying files to company administrators, as needed. Confirmation of file retention and destruction protocols with the appropriate staff members.

Duties and Responsibilities

• Process and log incoming mail
• Sort and distribute mail to company staff
• Scan files and upload digital copies to the company database
• Create and maintain audit-ready digital and hardcopy filing systems
• Retrieve and deliver filed or archived documents, as requested
• Updates files with new information; remove or archive any records that are outdated or obsolete
• Maintain proficiency in file maintenance techniques and technologies
• Maintain the confidentiality of client and company files and information
• Cross-train and prepare to promote into a business management position within the firm

Preferred Qualifications / Experience: Demonstrated knowledge of the skills requisite for the day-to-day administration of a small business. Digital filing system knowledge a plus. Must be proficient with Microsoft Office Suite applications. QuickBooks experience is a plus. A satisfactory background check is a pre-requisite for all positions within the firm.

Education or Equivalence: The ideal candidate has a high school diploma and 3 to 5 years of business office experience. A great work ethic, values, and a positive attitude will substitute for less experience.

Compensation: Full Time/Hourly starting - $18 to $22 per hour; paid vacation, medical, dental, vision, and IRA matching plans.