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Fresno, United States VSP Vision Full time20/20 Optometric of Fresno strives to give all patients the best quality eye care services possible. With a strong presence in the area, the Practice has built a solid reputation for delivering exceptional eye care services. This is a prime opportunity for an Optometrist to thrive in a bustling and supportive environment while serving the needs of an engaged...
Administrative Specialist- CSC Fresno
2 months ago
GENERAL PURPOSE OF JOB: The Administrative Specialist is responsible for assisting in managing and executing a variety of administrative tasks both in the field and within the office to ensure the smooth and efficient operation of the branch. This role is crucial as it supports the overall functionality of the branch by maintaining organized and accessible office systems, facilitating effective communication, overseeing event administration, assisting with payroll processes, and aiding in hiring and recruiting efforts. By performing these essential duties, the Administrative Specialist ensures that the branch operates seamlessly, enabling the team to deliver high-quality service to clients and maintain a productive work environment.
ESSENTIAL DUTIES AND RESPONSIBILITIES: The duties below reflect the minimum requirements for this position.
- Assists in direction and management of all branch office functions in an efficient manner.
- Advises Branch Manager and Assistant Branch Manager of office issues in a timely manner.
- Maintains branch office files in an organized and accessible manner to include updating information, purging files on a regular basis per company retention policies, and creating new filing systems as needed.
- Answers multi-line telephone system, takes accurate messages, and screens and directs telephone calls in a professional manner.
- Interacts with employees and clients in a professional manner.
- Inventories and orders office supplies as needed.
- Arranges for office equipment repairs as needed.
- Prepares correspondence and office memos in an efficient manner.
- Advises branch manager and assistant branch manager of office issues in a timely manner.
- Responds to inquiries regarding company policies, procedures, and programs.
- Maintains sound employee relations through consistent personal contact.
- Maintains general safety program to include conducting periodic inspections and safety programs on a regular basis.
- Reports all unsafe practices to management in writing.
- May travel to various job sites to provide supervision and field representation.
- Assists with hiring and recruiting processes as needed, including coordinating interviews, conducting reference checks, and onboarding new employees.
- Provides payroll assistance as needed, ensuring accurate and timely processing of payroll information.
- Assists with managing event administration responsibilities, including planning, coordinating, and overseeing branch events, client meetings, and other related activities.
- Performs other related duties as assigned.
SUPERVISORY RESPONSIBILITIES: Directly supervises employees in the office and at client events as directed by branch management. Carries out supervisory responsibilities in accordance with the organization's policies and applicable laws. Responsibilities include interviewing, hiring, and training employees; planning, assigning, and directing work; appraising performance; rewarding and disciplining employees; addressing complaints and resolving problems.
REQUIRED SKILLS:
- Ability to maintain an organized workspace and manage multiple tasks efficiently.
- Strong filing and record-keeping skills.
- Excellent verbal and written communication abilities.
- Professional phone etiquette and interpersonal skills.
- Proven ability to prioritize tasks and manage time effectively.
- Capability to meet deadlines consistently.
- High level of accuracy in preparing and entering information.
- Keen eye for detail to ensure quality and correctness in all tasks.
- Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint, SharePoint).
- Ability to quickly learn and use company-specific software programs (e.g., WISH, SORT online training program).
- Ability to apply common sense understanding to carry out instructions.
- Capable of identifying issues and resolving them promptly.
- Flexibility to work both in the field and in the office.
- Ability to handle changing priorities and work under pressure.
- Ability to train, mentor, and manage staff effectively.
- Basic understanding of payroll processes and procedures.
- Familiarity with hiring and recruiting practices.
EDUCATION AND/OR EXPERIENCE: High School Diploma or equivalent; Associate degree preferred. Prior administrative experience helpful.
We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, national origin, sex, sexual orientation, age, disability, gender identity, marital or veteran status, or any other protected class.
