Administrative Specialist

3 days ago

Lake Forest, United States Clearinghouse CDFI Full time

Title: Administrative Specialist

Reports To: Chief Administrative Officer 

Classification: Full Time/Non-exempt/Staff Member

Location: ON-SITE

 

PRIMARY PURPOSE:

The Administrative Specialist is a hybrid position in our company and acts as both a receptionist and provides administrative support to staff. The primary responsibility is to create a welcoming and positive atmosphere for guests, customers, and staff and contribute to the overall professionalism and effectiveness of the workplace. This can be done through in-person, phone, or electronic communication. Generally, this role is responsible for performing a diverse range of administrative duties.

 

ESSENTIAL DUTIES AND RESPONSIBILITIES:

  • Professionally greet and direct all visitors including vendors, clients, customers, and job applicants to the appropriate person or department.
  • Notify personnel/tenants of visitor arrival.
  • Ability to answer and handle multiple lines on a switchboard.
  • Provide necessary information callers, take messages, and route calls to the appropriate individuals in a timely manner.
  • Open, sort and deliver all company mail, including tracking all incoming and outgoing courier and special delivery packages.
  • Manage calendars, conference room schedules, and coordinate meetings for staff members.
  • Assist in meeting set up to include conference lines, online meetings, presentations, etc.
  • Assist in ordering or creating items needed for meetings to include meals, copies, etc.
  • Keep office common areas, conference rooms, and copy rooms clean, organized and stocked.
  • Perform related clerical work such as data entry, filing, photocopying, and maintaining and ordering office supplies.
  • Assist with tasks such as booking travel arrangements, preparing documents, and organizing events or conferences.
  • Assist the Loan Closing department with the gathering of all necessary closing documents.
  • Assist Human Resources with administrative tasks and projects.

 

The above essential duties and responsibilities have been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this position.


Qualifications:

The requirements listed below are representative of the knowledge, skills, and/or abilities required for this position.


KNOWLEDGE, SKILLS & ABILITIES:

  • Must be able to work independently or within a team environment.
  • Excellent verbal and written communication skills required.
  • Must be able to interpret and follow directions.
  • Experience using switchboard, copier, and computers and other technology is required.
  • Must be tech savvy and have an ability to work through issues staff may have with computers, phones, virtual meeting platforms, etc.
  • Ability to prioritize duties and work independently while remaining flexible to changing assignments.
  • Excellent customer service skills, a professional appearance and telephone manner is essential.
  • Sound understanding of basic office procedures and computer programs (Microsoft Office, Excel, PowerPoint, Adobe Pro, virtual meeting platforms such as zoom, Teams, etc.)
  • Attention to detail and accuracy is essential.


EDUCATION AND/OR EXPERIENCE:

  • High School diploma required. 3+ years of administrative experience required.

 

CERTIFICATIONS, LICENSES, REGISTRATIONS:

  • Notary Public


SUPERVISORY RESPONSIBILITIES:  

  • None

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