Office Support Specialist

Description:

POSITION SUMMARY:

The Office Support Specialist provides comprehensive administrative, front desk, and project coordination support to ensure the efficient operation of the office and the successful execution of organizational initiatives. This position supports staff with tasks, coordinates administrative functions, prepares financial and operational documentation, and organizational support while maintaining confidentiality, professionalism, and exceptional participant service.

KEY RESPONSIBILITIES:

• Provide direct assistance and/or back-up support to other staff for a variety of administrative tasks ranging from transcription, composing notes/documents/emails, preparing written communications and materials, and providing other miscellaneous types of assistance as needed.
• Prepare check requests, payment requests, purchase requisitions, reimbursement requests, travel authorizations, expense reports, and other financial and administrative documents in accordance with established policies and procedures.
• Maintain confidential electronic and paper filing systems, databases, records, and tracking systems to ensure accurate recordkeeping and timely retrieval of information.
• Greet visitors, answer and direct incoming telephone calls, respond to inquiries, and maintain a professional and service-excellence reception area.
• Screen calls, visitors, and correspondence, prioritizing matters requiring immediate attention.
• Perform general front desk and administrative duties, including copying, scanning, filing, data entry, records management, document preparation, and responding to routine inquiries.
• Maintain confidentiality of participant, employee, and organizational information while ensuring compliance with HIPAA and agency policies.

OTHER RESPONSIBILITIES:

• Participates in staff meetings, staff training, and development activities
• Prepares and maintains a reference manual for assigned position.
• Performs other duties as assigned.

Requirements:

Education.

• An associate’s degree in accounting is preferred.

Experience/Skills

• Prior administrative support experience required, and candidates with 3+ years of related office support experience preferred
• Proficiency in Microsoft Office
• Must be able to operate proficiently within various databases.
• Notary Public certification is preferred.
• Bilingual Spanish skills are highly preferred
• Additional Skills required: be prompt, accurate, and courteous; communicate effectively; work effectively with staff and volunteers; operate routine office equipment; plan, organize, direct and coordinate business operations; read, interpret, and utilize detailed financial reports; enter data into and retrieve data from computerized databases.

Physical

The physical requirements described here are representative of those that must be met by an employee to successfully perform the Responsibilities of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the position’s Responsibilities.

• The position requires the ability to sit or stand for prolonged periods; frequent keyboard use/repetitive hand motion; visually review financial reports and enter information into online platforms; occasional reaching/pushing/pulling/working overhead; occasionally lifting/carrying up to 10 lbs.

WORKING ENVIRONMENT:

• Onsite, professional office setting
• Minimal travel and some work beyond the scheduled workweek.
• Must be available on Mondays and Wednesdays