Administrative Specialist
Opelika, AL Opelika, AL Full-time Full-time From $30,000 a year From $30,000 a year 13 days ago 13 days ago 13 days ago SUMMARY Provides general office support with a variety of clerical activities and related tasks.
Will be responsible for answering incoming calls, directing calls to appropriate associates, mail distribution, flow of correspondence, requisition of supplies as well as additional clerical duties.
Relieves officials of clerical work and some administrative and business detail by performing the following duties.
ESSENTIAL DUTIES AND RESPONSIBILITIES includes any duties as assigned by a manager and the following:
1.
Keep the Director of Business & Finance fully informed of all work matters.
2.
Answer telephones and directs the caller to the appropriate employee/department; will transfer a caller to an employee's voice mailbox when the associate is unavailable or take message.
3.
Ensure front desk area and lobby are covered during operating hours; maintain lunch coverage schedule with Director of Business & Finance.
4.
Provide callers with information such as company address, directions to the company location, company fax numbers, company website and other related information.
5.
Welcome visitors by greeting and directing them; answering or referring inquiries.
6.
Maintain company employee directory (employee name, job title, contact information, etc.
).
7.
Maintain company organizational chart.
8.
Maintain workplace security by issuing, checking and collecting badges as necessary and maintaining visitor logs.
9.
Receive, sort and distribute all incoming mail to respective mailboxes.
10.
Coordinate the pick-up and delivery of outgoing mail.
11.
Serve as Notary Public for Achievement Center - Easter Seals.
12.
Maintain clean and organized lobby area and resource room each day.
13.
Maintain supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies as requisitions are approved; verifying receipt of supplies.
14.
Ensure operation of office equipment by completing preventive maintenance requirements; calling for repairs; evaluating new equipment and techniques.
15.
Organize and maintain file system, and files correspondence and other records, such as purchase orders, administrative forms, worker's compensation/FROI reports, etc.
16.
Organize and schedule all approved company travel.
17.
Maintain professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks; participating in professional societies.
18.
Receive payment on accounts, writes receipts, and makes deposits for AC-ES; maintain a system for recording expenses and the use of petty cash.
19.
Provide assistance to administrative department with reconciliation(s) and other clerical duties as needed.
20.
Prepare personnel and administrative file(s) for new employees to include proper, employment paperwork.
21.
Carry out various administrative duties such as filing, typing, copying, binding, scanning etc.
22.
Maintain schedule and/or calendar for all conference room reservations, campus tours and other marketing/public relations appointments; keep applicable personnel informed of the current schedule.
23.
Prepare and maintain all driver files including scheduling DOT follow-ups.
24.
Identify legal requirements and government reporting regulations affecting human resources functions and ensures policies, procedures, and reporting are in compliance.
25.
Complete all staff I-9 forms and E-verify; maintain organized filing system with all related new hire forms.
26.
Handle sensitive information in a confidential manner.
27.
Represent Achievement Center - Easterseals at various public relation events as approved by Executive Director and/or Director of Business & Finance (ie.
job fairs, etc.
).
28.
Organize and plan all aspects of Achievement Center - Easter Seals approved in-house special events (ie.
retirement, showers, etc.
); ensure budget allowance for event is maintained; keeps Director of Business & Finance updated on all decisions made in respect to events.
29.
Maintain holiday schedule and distribute to staff; post holiday notices on campus and social media.
30.
Organize and carry out all guidelines and procedures of the Benevolence & Recognition Procedure.
31.
Recruit in cooperation with relevant staff employees to fill vacant positions.
32.
Plan and conduct new employee orientation to foster positive attitude toward organization goals; ensure this is complete the first three days of employment.
33.
Assist Directors with training and coordinates staff training required by law and accreditation agency.
34.
Schedule medical treatment for Worker Compensation injuries or illness and prepares and submits First Report of Injury; maintains organized files and reports as required.
35.
Maintain records required by OSHA.
36.
Participate in in-service training and conferences for professional growth and development.
37.
Observe and follow all safety rules and other policies of Achievement Center - Easterseals.
38.
Record, promptly prepare, proofread and distribute all meeting minutes for review to the Director of Business & Finance and/or Executive Director.
39.
Perform other duties commensurate with position that may arise from time to time.
SUPERVISORY RESPONSIBILITIES This position has no supervisory responsibilities.
QUALIFICATIONS To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.
The requirements listed below are representative of the knowledge, skill, and/or ability required.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
EDUCATION and/or EXPERIENCE Bachelor's degree (B.
A.
) from four-year college or university in Business or related school of studies; or four to six years related experience and/or training; or equivalent combination of education and experience.
LANGUAGE AND SKILLS Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations.
Ability to write reports, business correspondence, and procedure manuals.
Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.
MATHEMATICAL SKILLS Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.
Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.
REASONING ABILITY Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.
Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
CERTIFICATES, LICENSES, REGISTRATIONS Not applicable.
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.
While performing the duties of this job, the employee is regularly required to talk or hear and or smell.
The employee frequently is required to stand, walk, sit and use hands to finger, handle, or feel.
The employee is occasionally required to reach with hands and arms and stoop, kneel, crouch, or crawl.
The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds.
Specific vision abilities required by this job include close vision, distance vision, color vision, and peripheral vision.
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.
While performing the duties of this job, the employee is occasionally exposed to moving mechanical parts, fumes or airborne particles, toxic or caustic chemicals, and outside weather conditions.
The majority of time duties are performed in an office setting.
The noise level in the work environment is usually moderate.
Job Type:
Full-time Pay:
From $30,000.
00 per year
Benefits:
401(k) matching Dental insurance Flexible spending account Health insurance Life insurance Paid time off Vision insurance Schedule:
8 hour shift Monday to Friday Work Location:
In person 401(k) matching Dental insurance Flexible spending account Health insurance Life insurance Paid time off Vision insurance 8 hour shift Monday to Friday.
Estimated Salary: $20 to $28 per hour based on qualifications.
Will be responsible for answering incoming calls, directing calls to appropriate associates, mail distribution, flow of correspondence, requisition of supplies as well as additional clerical duties.
Relieves officials of clerical work and some administrative and business detail by performing the following duties.
ESSENTIAL DUTIES AND RESPONSIBILITIES includes any duties as assigned by a manager and the following:
1.
Keep the Director of Business & Finance fully informed of all work matters.
2.
Answer telephones and directs the caller to the appropriate employee/department; will transfer a caller to an employee's voice mailbox when the associate is unavailable or take message.
3.
Ensure front desk area and lobby are covered during operating hours; maintain lunch coverage schedule with Director of Business & Finance.
4.
Provide callers with information such as company address, directions to the company location, company fax numbers, company website and other related information.
5.
Welcome visitors by greeting and directing them; answering or referring inquiries.
6.
Maintain company employee directory (employee name, job title, contact information, etc.
).
7.
Maintain company organizational chart.
8.
Maintain workplace security by issuing, checking and collecting badges as necessary and maintaining visitor logs.
9.
Receive, sort and distribute all incoming mail to respective mailboxes.
10.
Coordinate the pick-up and delivery of outgoing mail.
11.
Serve as Notary Public for Achievement Center - Easter Seals.
12.
Maintain clean and organized lobby area and resource room each day.
13.
Maintain supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies as requisitions are approved; verifying receipt of supplies.
14.
Ensure operation of office equipment by completing preventive maintenance requirements; calling for repairs; evaluating new equipment and techniques.
15.
Organize and maintain file system, and files correspondence and other records, such as purchase orders, administrative forms, worker's compensation/FROI reports, etc.
16.
Organize and schedule all approved company travel.
17.
Maintain professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks; participating in professional societies.
18.
Receive payment on accounts, writes receipts, and makes deposits for AC-ES; maintain a system for recording expenses and the use of petty cash.
19.
Provide assistance to administrative department with reconciliation(s) and other clerical duties as needed.
20.
Prepare personnel and administrative file(s) for new employees to include proper, employment paperwork.
21.
Carry out various administrative duties such as filing, typing, copying, binding, scanning etc.
22.
Maintain schedule and/or calendar for all conference room reservations, campus tours and other marketing/public relations appointments; keep applicable personnel informed of the current schedule.
23.
Prepare and maintain all driver files including scheduling DOT follow-ups.
24.
Identify legal requirements and government reporting regulations affecting human resources functions and ensures policies, procedures, and reporting are in compliance.
25.
Complete all staff I-9 forms and E-verify; maintain organized filing system with all related new hire forms.
26.
Handle sensitive information in a confidential manner.
27.
Represent Achievement Center - Easterseals at various public relation events as approved by Executive Director and/or Director of Business & Finance (ie.
job fairs, etc.
).
28.
Organize and plan all aspects of Achievement Center - Easter Seals approved in-house special events (ie.
retirement, showers, etc.
); ensure budget allowance for event is maintained; keeps Director of Business & Finance updated on all decisions made in respect to events.
29.
Maintain holiday schedule and distribute to staff; post holiday notices on campus and social media.
30.
Organize and carry out all guidelines and procedures of the Benevolence & Recognition Procedure.
31.
Recruit in cooperation with relevant staff employees to fill vacant positions.
32.
Plan and conduct new employee orientation to foster positive attitude toward organization goals; ensure this is complete the first three days of employment.
33.
Assist Directors with training and coordinates staff training required by law and accreditation agency.
34.
Schedule medical treatment for Worker Compensation injuries or illness and prepares and submits First Report of Injury; maintains organized files and reports as required.
35.
Maintain records required by OSHA.
36.
Participate in in-service training and conferences for professional growth and development.
37.
Observe and follow all safety rules and other policies of Achievement Center - Easterseals.
38.
Record, promptly prepare, proofread and distribute all meeting minutes for review to the Director of Business & Finance and/or Executive Director.
39.
Perform other duties commensurate with position that may arise from time to time.
SUPERVISORY RESPONSIBILITIES This position has no supervisory responsibilities.
QUALIFICATIONS To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.
The requirements listed below are representative of the knowledge, skill, and/or ability required.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
EDUCATION and/or EXPERIENCE Bachelor's degree (B.
A.
) from four-year college or university in Business or related school of studies; or four to six years related experience and/or training; or equivalent combination of education and experience.
LANGUAGE AND SKILLS Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations.
Ability to write reports, business correspondence, and procedure manuals.
Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.
MATHEMATICAL SKILLS Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.
Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.
REASONING ABILITY Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.
Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
CERTIFICATES, LICENSES, REGISTRATIONS Not applicable.
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.
While performing the duties of this job, the employee is regularly required to talk or hear and or smell.
The employee frequently is required to stand, walk, sit and use hands to finger, handle, or feel.
The employee is occasionally required to reach with hands and arms and stoop, kneel, crouch, or crawl.
The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds.
Specific vision abilities required by this job include close vision, distance vision, color vision, and peripheral vision.
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.
While performing the duties of this job, the employee is occasionally exposed to moving mechanical parts, fumes or airborne particles, toxic or caustic chemicals, and outside weather conditions.
The majority of time duties are performed in an office setting.
The noise level in the work environment is usually moderate.
Job Type:
Full-time Pay:
From $30,000.
00 per year
Benefits:
401(k) matching Dental insurance Flexible spending account Health insurance Life insurance Paid time off Vision insurance Schedule:
8 hour shift Monday to Friday Work Location:
In person 401(k) matching Dental insurance Flexible spending account Health insurance Life insurance Paid time off Vision insurance 8 hour shift Monday to Friday.
Estimated Salary: $20 to $28 per hour based on qualifications.
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