Administrative Support Specialist

2 weeks ago


Fall River, Massachusetts, United States NAACP Providence Branch Full time

Position Overview:

The Administrative Support Specialist plays a crucial role in providing confidential administrative assistance to various departments including Facilities, Capital Projects, Purchasing, Business Services, and Event Coordination within a dynamic environment.

Key Responsibilities:

Operational Duties:

Oversee and facilitate the daily functions of the main office, acting as the primary contact for visitors and callers. Operate essential office machinery such as computers, printers, and copiers. Manage the online procurement of office supplies, ensuring their proper maintenance and distribution. Assist senior management with administrative tasks related to sensitive personnel matters. Process various administrative documents, including leave requests and travel reimbursements. Coordinate reservations for organizational vehicles. Schedule and organize meetings, travel, and departmental events for senior management. Provide additional support for processing attendance records for department heads. Collaborate independently and with teams on special projects. Prepare presentations for senior management. Maintain effective communication with other departments and engage with a diverse community.

Data Management:
Utilize software tools to generate letters, reports, and agendas. Assist in budget tracking and the processing of financial forms. Collect and manage data related to organizational utilities and construction initiatives. Maintain project files and web pages for the department. Use the Management Information System (MIS) software to generate various reports. Ensure proper filing and retrieval of records according to established procedures. Perform additional duties as assigned.

Qualifications:

Required:
A minimum of an associate degree. At least three years of experience in office management or administrative roles. Proficiency in Microsoft Office 365 applications. Strong verbal, written, and customer service communication skills. Ability to manage multiple tasks and projects effectively. Excellent judgment in handling sensitive information. Proven ability to work well with a diverse community.

Preferred:
Experience in an educational or non-profit environment. Background in budget development and oversight. Proficiency in a language other than English.

Physical Requirements:
The individual must be able to meet the physical demands and work environment of the position. Reasonable accommodations may be made for individuals with disabilities to perform essential job functions.

Equal Opportunity Statement:

The NAACP Providence Branch is an equal opportunity employer and does not discriminate based on race, color, national origin, sex, disability, religion, age, veteran status, genetic information, gender identity, or sexual orientation.



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