Administrative Support Specialist

4 weeks ago

Renton, Washington, United States Kaiser Permanente Full time
Job Summary

We are seeking a highly skilled Administrative Specialist to provide advanced administrative support to our team. The successful candidate will have a strong background in Microsoft Office software and excellent communication skills.

Key Responsibilities
  • Prepare correspondence, spreadsheets, reports, and presentation materials using Microsoft Office software.
  • Maintain staff calendars and department files, ensuring accurate and up-to-date information.
  • Review and handle mail, answer telephones, and greet visitors in a professional manner.
  • Participate in budgeting processes and handle confidential material with discretion.
  • Proofread documents for typographical, spelling, and content errors.
  • Maintain established databases, generate routine reports, and create spreadsheets/graphs using departmental information.
  • Track and monitor budgets, post data to ledgers, and reconcile invoices and resolve discrepancies.
  • Collect data, format ad hoc reports, and produce variance reports.
  • Operate a variety of office equipment and place orders for supplies and office equipment.
  • Compose correspondence on own initiative for supervisor review and some without review, including confidential information.
  • Perform desktop publishing and maintain calendars, arrange appointments, meetings, and travel itineraries.
  • Answer telephone inquiries, take and relay messages, and greet visitors.
  • Screen telephone calls/visitors, refer to appropriate staff members, and explain departmental policies and procedures in response to inquiries.
  • Provide information to top-level management, Board Members, and external customers or stakeholders.
  • Establish and maintain complex departmental filing systems, including confidential departmental files and records.
  • Sort and route department mail, review and screen managers' mail, research issues, and provide recommendations.
  • Coordinate and organize departmental projects, schedule complex meetings, and prepare materials such as agendas, timelines, reports, and presentations.
  • Take and produce minutes for managers' review.
  • Provide training and direction to other non-exempt personnel on a routine, ongoing basis.
Requirements
  • Minimum three (3) years of experience in administrative or comparable experience.
  • High School Diploma or General Education Development (GED) required.
  • Writing and math skills.
  • Customer service and communication skills.
  • Initiative and analytical ability.
  • Proficiency with software used by the department.
  • Typing: 55 WPM.
  • Skills testing as appropriate.
Preferred Qualifications
  • Some College, Advanced education courses.
About Kaiser Permanente

Kaiser Permanente is an equal opportunity employer committed to a diverse and inclusive workforce. We strive to create an inclusive work environment focused on a sense of belonging and well-being.

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