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Administrative Support Specialist

2 months ago

Jacksonville, Florida, United States Clarke Schools for Hearing & Speech Full time
Job Overview

The Administrative Support Specialist plays a crucial role in ensuring the smooth functioning of the school’s operations. Reporting directly to the Office Manager, this position is essential for maintaining a welcoming and efficient environment.

Position Details:

This is a full-time, non-exempt role that offers hourly benefits. The standard working hours are Monday through Friday, from 8:00 a.m. to 4:30 p.m., including a half-hour unpaid lunch break.

Key Responsibilities:

  • Perform various administrative tasks such as answering phone calls, sorting incoming mail, welcoming visitors, and providing essential information as the first point of contact.
  • Conduct data entry for multiple systems utilized by the organization.
  • Ensure compliance with necessary procedures for families and visitors entering the facility.
  • Assist in maintaining cleanliness and organization of common areas.
  • Manage and update the filing system for student records.
  • Support inventory management of office supplies.
  • Respond to staff requests as directed by the Office Manager and the Director.
  • Facilitate travel arrangements as needed by the Director.
  • Handle the processing of required accounting forms and documents.
  • Prepare and maintain informational packs for new families.
  • Participate in monthly team meetings with the Office Managers Group.

Qualifications:

The ideal candidate will possess three to five years of experience in a similar role, with a preference for post-secondary education or training. Bilingual proficiency in English and Spanish is advantageous. Strong communication skills, resourcefulness, and a proactive attitude are essential. Proficiency in computer applications, particularly Microsoft Office 365 and SharePoint, is required. The role demands excellent organizational and time management skills, alongside strong customer service capabilities and a positive demeanor, even in high-pressure situations.

Essential Skills:

  • Commitment to ongoing professional development and alignment with the school's mission.
  • Exceptional organizational skills with a keen eye for detail.
  • Strong interpersonal abilities, fostering a pleasant and positive atmosphere.
  • Capacity to handle confidential information with discretion.
  • Advanced technical skills and a willingness to learn new systems.
  • Ability to prioritize tasks effectively and manage multiple responsibilities.
  • Excellent verbal and written communication skills, including proficiency in proofreading and grammar.
  • A proactive approach to identifying and implementing improvements in current processes.
  • Ability to work collaboratively with diverse individuals.
  • Flexibility and adaptability in a dynamic work environment.
  • Competence in operating office equipment such as copiers and telecommunication systems.
  • Strong computer literacy, particularly with Microsoft Office products and online resources.
  • Resourceful and mindful of budgetary considerations.