What are the responsibilities and job description for the Administrative Specialist position at Jefferson National Parks?

Job Title : Administrative Specialist

Accepting applications up to January 31, 2025

Pay Range begins at $25.39 per hour

ST. LOUIS - Jefferson National Parks Association, an educational and visitor experience partner of eleven national parks and public lands sites across the heartland, seeks a positive and motivated individual for the full-time position of ADMINISTRATIVE SPECIALIST.

Are you a problem-solver, a creative thinker, and the person others turn to for support? Do you thrive on improving processes, executing plans seamlessly, and contributing to meaningful work? If so, our Administrative Specialist role could be your perfect fit. In this full-time position, you'll ensure our small headquarters team operates efficiently by managing office logistics and providing top-tier administrative and executive support. Whether coordinating meetings, troubleshooting tech issues, or maintaining an organized workplace, your attention to detail and proactive approach will keep everything running smoothly.

We're looking for someone who is tech-savvy, resourceful, and adaptable. From setting up Zoom meetings and helping draft blog posts to crafting polished documents and mastering new productivity tools, you'll take the lead on keeping our operations streamlined and effective. A strong communicator with a knack for organization, you'll anticipate needs, manage priorities, and pitch in wherever needed to support our mission. Ideal candidates will have at least a high school diploma and two years of college or specialized training, plus 1-3 years of administrative experience. If you're ready to contribute to an organization that preserves and celebrates national treasures, we'd love to hear from you!

The weekday schedule for this role involves up to 40 hours of work. The pay range for this position begins at $25.39 per hour. Benefits available include PTO (paid time off), flexible paid holidays, health insurance, dental plan, and retirement plan with a generous match.

This is an in-person role within our headquarters offices with a bird's eye view of beautiful Gateway Arch National Park!

Team members are all provided modern workstations, a variety of flexible private and comfortable community workspaces within the office, and the latest computer technology with the ability to connect remotely from home as personal situations may occasionally require.

Opportunities for overnight travel to partner locations and industry meetings may be provided.

TO APPLY :

Submit your online application, resume and letter of interest by January 31, 2025. Our target start date is late February to early March 2025.

Administrative Specialist

Summary : Provide wide-ranging support for the daily logistics of the organization's leadership team and office. Manage databases, coordinate technology and maintenance services, manage online meetings, prepare documents and spreadsheets, support committees, maintain web content, and provide ad hoc support for multiple team members. Professionally interact with external audiences including governmental partners, board members, and community leaders.
Hourly pay begins at $25.39 per hour with opportunities for regular increases.

PRIMARY FUNCTIONS

Document Creation : Prepare documents, spreadsheets, presentations, and reports suitable for internal and external audiences. Draft and maintain official meeting minutes of all board meetings.

Donor Relations : Update and maintain constituent and donor database using web-based software. Prepare routine correspondence including appeals, thank-you letters, and renewal reminders.

E-communications : Prepare and disseminate information for publication via blogs, e-blasts, and e-newsletters; maintain related distribution lists.

Executive Support : Assist the CEO, CFO and other key leaders by coordinating calendars, travel, correspondence, etc., as requested.

First Impressions : Ensure a positive and professional experience for office visitors, telephone callers, and online contacts.

Grant Support : Provide high-touch support to applicants seeking funding from grant programs managed or offered by the organization.

Logistics : Ensure timely coordination of mail and deliveries, including weekly outbound accounts payable mailings.

Maintenance : Manage service requests for technology, custodial, and maintenance needs of the administrative office.

Meetings & Events (In-person) : Provide first-line administrative support for in-person meetings and events, including occasional off-site events.

Meetings and Events (Virtual) : Serve as in-house expert for managing and hosting virtual meetings and webinars for audience of all sizes via platforms such as Microsoft Teams and Zoom.

Online Content Management : Maintain online content for the organization and various partners. Work for partners requires successful completion of a federal government background check.

Procurement Assistance : Research suppliers, secure cost estimates, and place orders for equipment, supplies, inventory, and travel as requested by other team members and agency partners.

Record Keeping : Maintain centralized paper and digital files of key business agreements and confidential records.

Scheduling : Manage networked calendars for coordination of important events and deadlines.

Supplies : Coordinate the efficient and cost-effective procurement of office supplies and equipment.

SECONDARY FUNCTIONS

Proofread memos, proposals, presentations, and other documents as requested. Support employee appreciation activities (anniversaries, birthdays, retirements, company-wide events, holidays, etc.). Caretaking of breakroom and common areas of the office.

QUALIFICATIONS FOR THIS POSITION

Education and Experience : High school diploma plus 2 years college / specialized training. Minimum of 1 year up to and including 3 years of administrative experience. Ability to pass a federal government background check.

Knowledge, Skills & Abilities :

Demonstrated ability to be discrete and maintain confidentiality.

Demonstrated ability to build and nurture relationships, interacting with others in a helpful and friendly manner to foster effective collaboration.

Demonstrated ability to communicate complex ideas in a clear and non-technical manner.

Demonstrated ability to prioritize and lead concurrent tasks of varying types and levels of urgency.

Demonstrated ability to administer and use current software and technology.

Database management experience a plus.

Exemplary planning and time management skills.

Reading, writing, and speaking at an advanced level.

Salary : $25

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