Administrative Specialist
TITLE: Administrative Specialist
DEPARTMENT: Administration
REPORT TO: Administrative Services Director
DEPARTMENT: Administration
REPORT TO: Administrative Services Director
SALARY RANGE: 2
CLASSIFICATION: 9
STATUS: Non-Exempt Position
CLASSIFICATION: 9
STATUS: Non-Exempt Position
JOB SUMMARY
The Administrative Specialist performs routine clerical and administrative office duties such as answering phones, receiving the public, providing customer assistance, data processing and editing a variety of correspondences/reports, and assists with scanning and filing to contribute to an efficient office operation in support of the Administration Department(s).
QUALIFICATIONS
Education
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High School Diploma or equivalent
Education may be waived with significant job related experience
Experience
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More than 1 year
Authorization
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BCA Background Study
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Valid Driver’s License
Work Environment
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Conventional – Office model
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Community Facing – Direct interaction or communication with a public.
SKILLS, ABILITIES, & OTHER KNOWLEDGE
Skills
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Excellent oral and/or written communications skills.
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Ability to manage time that results in both a satisfactory quantity and quality of work.
Ability
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Support the Mission of the Agency through daily work and while representing the Agency in public.
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Have general knowledge of programs and activities of the Agency.
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Demonstrated ability to work independently and as a team member.
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Must be able to handle diverse work problems on a daily basis.
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Must be able to organize a work schedule, set priorities and work effectively to meet deadlines without supervision.
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Must be able to adjust to changes necessitated by last minute assignments and deadlines requests that may prove stressful.
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Ability to effectively work across differences, especially socio-economic and cultural differences.
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Attend trainings, classes and meetings as necessary to improve job skills and maintain an acceptable level of job performance.
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Serve as a mentor for new staff.
Other Knowledge
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Have knowledge and apply Agency policies and procedures, including safety, technology, data practices and other applicable policy, procedure and program regulations.
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Understand numbers and mathematical concepts.
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Knowledge of Community resources.
PRIMARY DUTIES & RESPONSIBILITIES
This job description is not intended to be all-inclusive and employee will also perform other reasonably related business duties as assigned.
Area 1: Program Operations
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Provide primary receptionist and office support duties by answering incoming calls, routing callers, greeting and directing members of the public to appropriate departments and providing information as required for the entire Agency operation.
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Takes and transmits detailed messages from Agency’s 24-hour answering system and routes messages to appropriate personnel.
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Ability to interact with customers, responding to basic requests for information and routine questions in person and over the phone. Directs customers to appropriate personnel as necessary to resolve concerns and complaints.
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May be required to resolve customer complaints or inquires via email, in person or over the telephone.
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Has general knowledge of inter-agency and community resources for appropriate referrals for customers.
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Ability to file documents electronically and knowledge of how to access files.
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Maintains a clean and presentable office space, clear of clutter for customers and staff.
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Assists supervisors in training personnel relative to voice mail and unified messaging.
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Train staff assigned to cover the Agency front desk how to operate the Agency-wide multi-line phone system.
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Conduct activities appropriate to the goals of the Agency and Administration Department as required.
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Ability to articulate and carry out appropriate emergency procedures.
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Operates office machines including copiers, scanners, phone and voicemail systems, personal computers, and other standard office equipment.
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Assist Administrative Services Director with maintenance of administration office filing system.
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Place calls when requested for Administration Programs; may place service requests for office equipment online or via phone.
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Assist Human Resources, Technology, Fiscal and Executive Director’s office with assigned various administrative functions.
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Enter vouchers for Administration, ensuring fiscal policy and procedures are being met.
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Assist the Executive Director in the absence of Administrative Services Director.
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Securing of office facility; providing facility security as assigned.
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Responsible to provide the Fiscal Department with monthly postage/copier counts and billing.
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Prepares and submits Purchase Orders for Administration Departments including: Human Resources, Technology, Fiscal and THRIVE as directed; following Agency and Fiscal policies.
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Composes, types, and edits a variety of correspondences, reports, presentations and other material assigned through supervisor that requires judgement as to content, accuracy and completeness. Proofreads for format, spelling, grammar, typos and general clarity.
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Monitors and maintains inventory of Administration Department office supplies as necessary, including: Human Resources, Technology, Fiscal and THRIVE.
Area 2: Program Compliance
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Data entry as needed for Human Resources, Technology and Fiscal Departments.
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Maintain all required records and submit all reports, data entry and paperwork as required by supervisor.
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Assist with electronic document imaging/filing system.
Area 3: Program Communications
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Responsible for affixing postage, sealing and delivering the outgoing mail to the Post Office, including bulk mailings (ensure follows United States Postal Service (USPS) regulations and Agency policies).
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Assist in the responsibility of obtaining and distribution of the Agency’s incoming mail.
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Maintains Agency Meeting Room calendars; Ability to create meetings and appointments in a scheduling program.
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Annually updates the following calendars: Administration, Meeting Room Calendars, Board meeting and Board Meeting Deadline.
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Routes faxes to appropriate departments and stores on Agency wide (Y) drive.
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Accurately record and relay messages to supervisor, Executive Director and other appropriate department personnel.
JOB FACTORS
Supervision of Others
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Not responsible for supervision of others
Safety of Others
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Modest amount of responsibility for the safety of others. Compliance with established safety regulations for the job performed mitigates exposure to injury of self or others.
Contacts
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Contact is within own department, and with other departments, customers, vendors, or the public.
Physical Demand
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Must be able to lift 25 pounds.
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Requires sitting, standing, bending, stooping and reaching.
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Physical ability to operate equipment specific to your position.
Travel
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Must have reliable transportation.
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Must have valid driver’s license and current auto insurance coverage in compliance with Minnesota State guidelines on the vehicle used for work related travel.
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Travel for completion of job duties, trainings and meetings as required.
GENERAL AGENCY REQUIREMENTS
Professionalism
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Maintain positive work atmosphere by behaving and communicating in a manner that fosters good relations with customers, co-workers, providers, volunteers and supervisors.
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Treat customers, co-workers and public in a respectful and courteous manner at all times.
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Continue to develop skills and abilities.
Community Representation
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Represent Lakes and Pines Community Action, Inc. in a positive manner.
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Adhere to the Community Action Code of Ethics.
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Seek to understand poverty and barriers faced by community members.
Confidentiality
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Maintain confidentiality of agency, program and customer information.
An Equal Opportunity Employer/Contractor
In accordance with federal and state laws, Lakes and Pines CAC is an equal opportunity employer, contractor and provider of services. The Agency will maintain a
policy of non– discrimination with all employees and applicants for employment. All aspects of employment within
the Agency will be governed on the basis of merit, competence and qualifications and will not be influenced in any
manner by race, color, creed, religion, sex, age, national origin, disability, public assistance status, marital status, veteran status,
sexual orientation, or gender identity,status as a parent, familial status, or in a local human rights commission or any other legally protected status.
If an applicant needs reasonable accommodations for the employment application process, please contact Lakes and Pines either by phone, mail, email or in person and request such consideration. (Such as sign language, interpreter, materials in large print, accessibility)
Individuals are encouraged to complete an Employment Application form whether or not a vacancy currently exists. Employment applications will be kept on file for one year and will be considered for appropriate job vacancies.
If an applicant needs reasonable accommodations for the employment application process, please contact Lakes and Pines either by phone, mail, email or in person and request such consideration. (Such as sign language, interpreter, materials in large print, accessibility)
Individuals are encouraged to complete an Employment Application form whether or not a vacancy currently exists. Employment applications will be kept on file for one year and will be considered for appropriate job vacancies.