Office Support Specialist

1 week ago

Moline, Illinois, United States Three Point Solutions Full time
Job Overview

Position Title: Administrative Assistant I

Role Summary:

  • The Administrative Assistant I plays a vital role in providing administrative support to a designated department, primarily assisting a manager. This position encompasses various clerical tasks, including document processing, report generation, and data management.

Key Responsibilities:

  • Address standard inquiries from both internal and external stakeholders.
  • Direct complex requests to the appropriate personnel.
  • Draft and type standard correspondence and prepare documents for distribution, ensuring clarity and professionalism.
  • Maintain and update departmental websites using basic web publishing tools.
  • Document and maintain records of departmental processes.
  • Create and manage various reports and correspondence to support departmental functions; ensure forms are updated as per established protocols.
  • Organize meetings, arrange travel logistics, and manage appointment schedules for department leaders; may also coordinate meeting refreshments.
  • Ensure databases, systems applications, and files are current and accurate for team access; generate reports as needed.
  • Retrieve and disseminate records or data, ensuring timely and accurate information flow to team members and external clients.
  • Organize and file documents according to established procedures for both immediate and long-term storage.
  • Manage visitor and caller inquiries within the department, facilitating effective communication.
  • Handle the processing and distribution of incoming and outgoing mail, interoffice communications, faxes, and voicemail messages.
  • Conduct basic analysis on received information and address discrepancies following standard procedures.

Work Schedule:

  • 1st shift

Position Requirements:

  • This role requires onsite presence four days a week.
  • Organize meetings, manage travel arrangements, and maintain appointment schedules for department leadership; may include coordinating meeting amenities.
  • Ensure databases and files are kept up-to-date for accurate information access; prepare reports as directed.
  • Organize documents for both immediate and long-term storage in accordance with defined procedures.
  • Facilitate visitor and caller inquiries, ensuring effective communication within the department.
  • Manage the flow of incoming and outgoing mail and messages throughout the department.
  • Willingness to learn and adapt is essential.
  • Demonstrate meticulous attention to detail.
  • Exhibit strong written and verbal communication abilities.
  • Familiarity with PowerPoint is advantageous but not mandatory.

#ZR

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