Administrative Support Specialist

3 weeks ago

Laguna Hills, California, United States MAXIMUS Full time
Office Assistant Job Description

We are seeking a highly organized and detail-oriented Office Assistant to join our team at MAXIMUS. This is an exciting opportunity to support our impactful OC CALWorks program and contribute to the success of our organization.

Job Summary:

The Office Assistant will perform a variety of entry-level clerical duties, utilizing general knowledge and various work methods and procedures. This role requires strong organizational skills, attention to detail, and excellent communication skills.

Key Responsibilities:

  • Prepare weekly internal reports
  • Perform accurately all data entry functions
  • Arrange meetings as required
  • Attend meetings and take minutes
  • Understand broad knowledge of departmental and company practices to assist leadership team and staff while exercising judgment on critical nature of information and confidentiality
  • Assist in on boarding process of new hires
  • Maintain records management, filing, retention, and/or labeling
  • Type/generate letters and other documents, as necessary
  • Maintain confidentiality and security of all relevant information
  • Assist supervisor and leadership team with special projects and tasks on an as needed basis, including management of inventory and supply orders. Serve as a back up to support reception, as needed.
  • Assist internal and external customers in problem resolution, as needed
  • Provide excellent customer service
  • Operate multi-line phone system, answer incoming telephone calls and perform other clerical duties proficiently and professionally
  • Assist with ensuring accuracy of eMAP database for e-mail distribution lists for Project offices and departmental groupings for internal mail communications, and submit tickets for resolution of inaccuracies, as required
  • Serve as a member of the Social Committee to assist with social event management and coordination of initiatives designed to increase Project morale

Requirements:

  • High School diploma or equivalent with 2-4 years of experience
  • Works on assignments that are semi-routine in nature but recognizes the need for occasional deviation from accepted practice
  • Communicates more complex information, using job experience to anticipate and proactively address related questions
  • May have additional training or education in area of specialization
  • 2-4 years of relevant experience (e.g., administrative support, data entry, office management)
  • Must live in or very near Laguna Hills, CA
  • Must be willing and able to work onsite at our Laguna Hills, CA office
  • Proficiency in Microsoft Office, including Excel
  • Familiarity with office equipment
  • Excellent organizational abilities
  • Ability to work independently

Why Work at MAXIMUS?

MAXIMUS offers a competitive compensation package, comprehensive insurance coverage, and a range of benefits to support your well-being and career growth. We are committed to fostering a diverse and inclusive workplace and offer opportunities for professional development and advancement.

How to Apply:

If you are a motivated and detail-oriented individual with excellent communication skills, we encourage you to apply for this exciting opportunity. Please submit your application, including your resume and cover letter, to [insert contact information].

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