Admin Office Support Specialist
TITLE: Admin Office Support Specialist
HOURS: Flexible based on Agency Need
STATUS: Non-Exempt Position
Greets incoming visitors/clients, determines their needs and refers callers to the appropriate staff member(s) who can assist them while maintaining strict client confidentiality. Performs typing and secretarial work. Operates the Agency's main multi-line phone system and fax. Will assist with clerical duties of Agency's Administration offices, including Human Resources, Fiscal, Technology and the Executive Director’s office. Primary tasks to include data entry, maintenance of filing systems and use of Agency equipment for electronic filing and preparation of materials for business use.
A. Essential Functions
Supports the Mission and goals of the Agency.
Answers incoming calls, transfers calls and/or conveys messages for the entire Agency operation. Assists supervisors in training personnel relative to voice mail, unified messaging, etc.
Assist Agency Administrative Assistant with maintenance of Executive Direcor’s office filing system. Assist Human Resources and Fiscal offices with filing maintenance.
Place calls when asked for the Administration Programs. May place service requests for office equipment on line or via phone.
Assist those persons coming into the office, directing the caller to applicable program personnel. Has general knowledge of inter-agency and community resources for appropriate referrals of consumers.
Assist staff in the Human Resources, Technology, Fiscal and Executive Director’s office with various administrative functions.
Regular contact with the public: volunteers, vendors, contractors, legislators, funders, clients, etc.
Type and edit any and all copies of material assigned through supervisor.
Data entry as needed for Human Resources, Technology and Fiscal offices.
Proofreads all typed work and data entry work for accuracy.
Assist with Agency tracking and reporting requirements.
Operates standard office machines as required. Train and assist other staff as needed.
Takes messages from Agency’s 24-hour answering system and routes messages to appropriate personnel. Routes faxes to appropriate Department(s) and stores on Agency wide (Y) drive.
Assist the Executive Director in the absence of Agency Administrative Assistant.
Will complete work assignments on Agency’s Personal Computer System and Agency’s computer tracking system.
Securing of office facility; providing facility security as assigned.
Prepares and submits Purchase Orders for all Administration (HR, Tech, Fiscal and Admin) as directed, following all Agency/Fiscal policies.
May write correspondence. Assist Administration in Agency form design and maintenance.
Have knowledge and apply Agency policies and procedures, including safety, technology, data practices and other applicable policy, procedure and program regulations.
Responsible for affixing postage, sealing and delivering the outgoing mail to the Post Office, including bulk mailings.
Assist in the responsibility of obtaining and distribution of the Agency’s incoming mail.
Assist with electronic document imaging/filing system.
Assists with monitoring supply stock in each Administrative office.
Other essential duties as assigned by supervisor.
B. Secondary Functions
May assist with consumer intake process.
Other secondary functions as assigned by the supervisor.

Must possess high school diploma or equivalency.
Must be able to work with a diverse population.
Minimum of two-years office experience, business office courses preferred.
Must be able to type with accuracy and efficiency using a standard keyboard and/or typewriter.
Must be able to operate standard office machines.
Must be able to take notes and type meeting minutes.
Must have knowledge of filing.
Must be of a courteous manner on telephone and in direct speaking.
Must be able to maintain confidences.
Must be able to follow directions.
Must be able to multi-task.
Must have the ability to learn and follow routine clerical procedures.
Must have the desire for self-improvement and be willing to attend training sessions related to position and as assigned by supervisor.
Must be able to perform difficult clerical tasks with minimum supervision.
Experience of personal computer operations and data entry.
Travel required for the position.
Subject to a criminal background check, the results of which are acceptable to the Agency.
Advancement to other positions within the Agency or department may occur dependent upon experience, training, education and availability of positions.
Program Receptionist
Program Secretary I, II; Agency Receptionist/Secretary
Department Administrative Assistant
Human Resources Assistant
Executive Secretary
Agency Administrative Assistant
Additional Information
Lakes and Pines CAC reserves the right to revise this job description and change job duties and responsibilities as Agency and program(s) needs arise. This job description does not constitute a written or implied contract of employment; and provides a general overview of expectations of the position holder.
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.