Administrative Specialist

The Administrative Specialist provides support for staff members and provides the organization’s first impression of professionalism, courtesy, and respect.

QUALIFICATIONS:

Education and/or Experience

· High school graduate with emphasis in business and secretarial skills required. Associate or bachelor’s degree in business or related field a plus.

· A minimum of 1 year experience in an administrative support or customer service position.

Knowledge, Skill and Abilities

· Possess excellent spelling and grammar skills

· Possess excellent typing skills in speed, accuracy, composition, etc.

· Shows flexibility in working with staff and community representatives.

· Good human relation skills and communication skills

· Ability to promote the general philosophy of the Building Blocks mission

SUPERVISION:

Position reports directly to: CCDF Program Director

Position supervised: None

DUTIES AND RESPONSIBILITIES:

Essential Functions:

• Opens Office daily
• Hours of operation Monday-Friday 8:00am-4:00pm
• Act as first-in-line for phone calls and walk in visitors.
• Maintain a friendly and welcoming environment for all office visitors and clients
• Ensure that all clients and community members entering the building or calling the office are greeted with the upmost respect
• Assist visitors and clients with sign-in system
• Maintain working knowledge with a wide variety of community resources
• Act as back up for client childcare referrals and works closely with the CCDF team on daily functions.
• Be aware of and understand each staff person’s position to channel calls to the appropriate person
• Assist and support CCDF staff members with administrative functions including mailings, copies, filing and office organization
• Coordinate and assemble agency mailing packets
• Open, read, route, and distribute incoming mail or other materials and answer routine letters
• Open, read, route, and distribute incoming agency info email and answer routine questions
• Manage shredding & custodian/janitorial responsibilities and vendors if applicable.
• Learn to operate new office technologies as they are developed and implemented.

Additional Functions:

1. Perform other duties as directed and assigned.

2. Ability to work in and maintain spreadsheets and databases

3. Assist with data entry.

4. Responsible for filing and maintaining files

5. Assist with client phone calls for the CCDF and CCR&R programs

PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable

accommodations may be made to enable individuals with disabilities to perform the essential functions.

· Frequently remain in stationary position at workstation.

· Frequently operate a computer and general office equipment (such as a copy machine, printer, etc.).

· Frequently communicate via telephone, email, and in-person.

· Frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds

WORK ENVIRONMENT:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Most of the work is performed indoors in an office environment. The employee may occasionally be exposed to moving mechanical parts and vibration, and outdoor weather conditions. The noise level is generally moderate.

Job Type: Full-time

Pay: From $17.00 per hour

Benefits:

• Dental insurance
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift

Work Location: In person

Salary : $17