Administrative Support Specialist

1 week ago

Nashville, Tennessee, United States Tommy Nobis Center Full time
Job Overview
Position Summary:

Under the guidance of the Program Manager and project contract supervisor, the Administrative Support Specialist plays a crucial role in providing administrative and mailroom assistance. This position requires a blend of subject-matter expertise and decision-making skills to navigate a variety of tasks that differ in complexity and order. The Administrative Support Specialist utilizes various methods to address challenges and escalates issues that cannot be resolved through established guidelines.

Key Responsibilities:

Administrative Duties:
  • Manage incoming calls and visitors, directing them to the appropriate personnel or department. Ensure calls are answered promptly and messages are accurately relayed.
  • Maintain and update scheduling calendars based on received information.
  • Coordinate repair requests for office facilities and equipment, ensuring proper documentation is provided to relevant staff.
  • Oversee the distribution of incoming mail and manage outgoing mail processes, ensuring compliance with established protocols.
  • Prepare equipment for video conferences and training sessions, including setting up and dismantling necessary furniture.
  • Photocopy and file documents in accordance with office procedures.
  • Sort and distribute incoming faxes efficiently.
Inventory Management:

Responsible for managing office supply inventory through a structured process that includes both initial setup and ongoing maintenance. This includes receiving, storing, issuing, and tracking office supplies.

Equipment Oversight:

Act as the primary contact for troubleshooting office equipment issues and coordinating maintenance services. Attempt to resolve equipment problems internally before seeking external assistance.

Mailroom Operations:
  • Handle various types of mail, including USPS, Express Mail, and other courier services, ensuring proper sorting and distribution.
  • Organize mail by department and program area, ensuring efficient retrieval.
  • Manage accountable mail types, ensuring they are logged and distributed promptly.
  • Research and deliver mail with insufficient addressing, ensuring timely resolution.
  • Prepare outgoing mail for dispatch, ensuring cost-effective postage management.
  • Facilitate special deliveries as required.
  • Maintain an updated list of document distribution requirements.
Reporting Duties:
  • Compile and submit a Monthly Mail Handling Report in a timely manner.
  • Prepare requested reports professionally and deliver them as specified.
  • Assist in gathering workload data for budgetary and management purposes.
Qualifications:
  • Strong interpersonal skills and a commitment to providing excellent customer service.
  • Proficient in Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint.
  • Must pass background checks and meet eligibility requirements to work in the United States.
Education:
  • High school diploma or equivalent experience.
Preferred Experience:
  • Three years of experience in an office or mailroom environment.
Skills:
  • Ability to work independently and collaboratively within a team.
  • Strong written and verbal communication skills.
  • Good analytical and problem-solving abilities.
  • Ability to manage multiple tasks and maintain organization.
Physical Requirements:
  • Ability to perform various physical tasks, including lifting and moving items up to 50 pounds.
  • Full range of mobility in upper and lower body.
Work Environment:

The work environment is representative of typical office settings, with reasonable accommodations available for individuals with disabilities.

Tommy Nobis Center is an Equal Opportunity Employer and a participant in e-Verify.

Benefits:
Nobis Enterprises provides a comprehensive benefits package, including:
  • Medical, Dental, and Vision Insurance
  • Life Insurance
  • Retirement Plan with matching
  • Paid Vacation and Sick Leave
  • Paid Holidays
  • Short Term Disability
  • Employee Assistance Program

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