Administrative Support Specialist
5 days ago
We are seeking a highly skilled and detail-oriented Administrative Support Specialist to join our team at the American Federation of State, County and Municipal Employees (AFSCME). As an Administrative Support Specialist, you will provide advanced-level clerical, administrative support, and related work to the Education Department and its professional staff.
Key Responsibilities- Administrative Support: Provide administrative support to the Education Department, including answering incoming calls, screening calls, routing calls, and taking and delivering messages.
- Database Management: Update department staff directories, affiliate education directors lists, education databases, committee lists, and education Google groups.
- Event Planning: Support all education department programs, meetings, committees, and events. Assist in the coordination of logistics for meetings and conferences.
- Document Preparation: Prepare, create, and draft documents and correspondence for final form. Finalize and proofread correspondence.
- Financial Management: Prepare and process invoices for payment to vendors according to the approved budget and specific meeting guidelines. Prepare purchase orders for payment in PN3. Record all payments in the department budget spreadsheet.
- Technology Support: Prepare TAs in Apptricity for department staff as needed.
- Communication: Create and produce tables, documents, flyers, and charts. Schedule and host web meetings via Zoom, Teams, and other similar technology.
- Mail and File Management: Manage distribution of mail, including opening, date-stamping, and sorting. Manage files, including sorting, storing, retrieving, and maintaining files. Archive and update log books.
- Supply Management: Order supplies for the department and meetings.
- General Support: Provide administrative support to all Education Department staff.
- Education and Experience: High school or equivalent with a minimum of three (3) years of office experience plus general knowledge of office and organizational procedures or any equivalent combination of education and experience.
- Skills: High-level proficiency in MS Office Suite, Enterprise, and other databases. Ability to use MS Outlook, including the calendar program, and perform accurate data entry into databases. Excellent knowledge of office and organizational procedures. Basic knowledge of office equipment, such as reproduction, telephone, and fax machines.
- Communication Skills: Sufficient written and oral communication skills to exchange routine information. Strong ability to proofread documents and compose correspondence. Ability to establish and maintain effective working relationships.
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