Administrative Support Specialist

1 week ago

Birmingham, Alabama, 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 vital role in providing comprehensive administrative and mailroom assistance. This position requires a blend of subject-matter expertise and decision-making skills to effectively manage a variety of tasks that differ in complexity and order. The Administrative Support Specialist will select appropriate methods for task completion and escalate issues that cannot be resolved through established guidelines. Key responsibilities include: supporting various administrative functions, maintaining diverse financial and operational records (both physical and digital), ensuring the accuracy of statistical reports, gathering information, and addressing complaints.

Core Responsibilities:

General Administrative Duties:

  • Handle incoming calls and visitors, directing them to the correct personnel or department. Ensure calls are answered promptly and messages are relayed appropriately.
  • Manage reservation calendars based on incoming data.
  • Coordinate repair requests for facilities and equipment, liaising with relevant personnel and providing necessary maintenance documentation.
  • Oversee the distribution of incoming mail, process outgoing correspondence, and maintain mail metering equipment in line with established protocols.
  • Prepare equipment for video conferences and training sessions, including setting up and dismantling furniture as required.
  • Photocopy and file documents in accordance with office procedures.
  • Sort and distribute incoming faxes following established protocols.

Inventory Management:

Responsible for managing office supply inventory through a structured approach. Initial tasks will include establishing a stockroom management program, followed by ongoing responsibilities for receiving, storing, issuing, ordering, and maintaining inventory records.

Equipment Oversight:

Act as the primary contact for troubleshooting office equipment issues and coordinating necessary repairs. Attempt to resolve equipment malfunctions before seeking external assistance.

Mail Operations:

  • Manage incoming and outgoing mail, ensuring proper handling of various types of mail, including accountable mail.
  • Sort mail by organizational categories and ensure timely delivery.
  • Research and resolve issues related to mail with insufficient addresses.
  • Prepare and manage outgoing mail to ensure cost-effective postage.
  • Facilitate special deliveries as needed, utilizing available resources.
  • Maintain and distribute internal documents and policies as required.

Reporting Duties:

  • Compile and submit a detailed Monthly Mail Handling Report to the designated administrative contact.
  • Prepare requested reports in a professional format and deliver them as specified.
  • Assist in compiling workload data for budget and management purposes.

Qualifications:

  • Strong commitment to mission-driven work and core values.
  • Proficient in Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint.
  • Must successfully complete a background check and security clearance.
  • Eligibility to work in the United States.

Education:

  • High school diploma, GED, or equivalent experience.

Preferred Experience:

  • Three years of experience in an office, mailroom, or inventory management environment.

Skills and Abilities:

Interpersonal:

  • Ability to work independently and collaboratively within a team.
  • Exceptional customer service skills.
  • Strong interpersonal skills with a focus on confidentiality.

Written Communication:

  • Excellent written communication skills for maintaining documentation and interacting with diverse individuals.

Analytical:

  • Strong mathematical and analytical skills.

Oral Communication:

  • Effective verbal communication skills for engaging with a wide range of individuals.

Organizational:

  • Ability to maintain an organized workspace and manage data for reporting purposes.

Problem-Solving:

  • Ability to identify and address potential issues proactively.

Physical Requirements:

  • Ability to perform various physical tasks, including lifting and moving items weighing up to 50 pounds.
  • Full range of mobility in upper and lower body.

Work Environment:

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

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

Benefits:

  • Comprehensive medical, dental, and vision insurance.
  • Life insurance and retirement plan options.
  • Paid vacation and sick leave.
  • Paid holidays.

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