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Office Administration Coordinator

2 months ago

Cleveland, Ohio, United States The Centers Full time

Position Overview:
As an integral part of our organization, the Administrative Support Specialist plays a vital role in ensuring smooth operations within our residential facilities. This position is responsible for providing comprehensive administrative and clerical assistance to our dedicated staff.

Key Responsibilities:
1. **Communication Management:**
- Answer incoming calls, directing them to the appropriate personnel and taking messages as necessary.
- Monitor intercom communications and respond to staff inquiries promptly.

2. **Visitor Reception:**
- Welcome clients, visitors, and guests, guiding them to the correct offices or waiting areas.
- Manage the acceptance and recording of donations when applicable.

3. **Administrative Support:**
- Maintain organized records including daily activity logs and phone lists.
- Assist in the preparation and distribution of correspondence, schedules, and reports.
- Schedule appointments and meetings as required.

4. **Clerical Duties:**
- Perform various clerical tasks such as photocopying, data entry, and mail distribution.
- Ensure the maintenance of office supply inventory and order supplies as needed.

5. **Database Management:**
- Update and maintain databases related to clients, providers, and vendors.

6. **Compliance and Reporting:**
- Assist in the preparation of agency reports and ensure compliance with regulatory requirements.

Qualifications:
1. **Education and Experience:**
- High school diploma or GED required, with at least one year of experience in a secretarial or receptionist role.
- Proficiency in typing (minimum of 40 wpm) and familiarity with office technology and software.

2. **Skills and Abilities:**
- Strong organizational skills with the ability to prioritize tasks effectively.
- Excellent communication skills, both verbal and written.
- Ability to maintain confidentiality and handle sensitive information with discretion.

Work Environment:
This position is situated in a smoke-free environment, and flexibility in working hours may be required.

The Centers is committed to fostering an inclusive workplace and encourages applications from individuals of diverse backgrounds.