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Administrative Support Specialist

2 months ago

Cape Coral, Florida, United States Mississippi State University Full time

Position Overview:

The role involves executing a range of essential office support and administrative functions for the Mississippi Child Care Resource and Referral, necessitating a diverse skill set and familiarity with organizational protocols and procedures.

Salary Grade: 09

Please refer to the relevant resources for information regarding salary ranges. Positions classified as 'Unclassified' have salary ranges determined by the hiring department.

Department Overview:

Mississippi State University-Extension Service (MSU-ES) has a longstanding commitment to initiatives that positively influence young children and their families. Over the last decade, MSU-ES has established itself as the leading provider of high-quality early childhood education support in Mississippi.

Key Responsibilities:

The following duties are illustrative of the various responsibilities associated with this classification. The absence of specific tasks does not exclude similar or related work from the position:

1. Execute a variety of clerical tasks, which may be confidential; utilize a personal computer for typing assignments, including data entry, drafting, editing, and printing documents such as letters, tables, and reports.
2. Welcome and direct visitors as needed; address routine administrative inquiries and resolve common issues related to departmental operations.
3. Manage telephone communications, including routing calls, taking messages, and providing general information.
4. Organize and maintain educational materials and resources.
5. Ensure the resource library and all materials are kept in an orderly and clean condition.
6. Conduct various staff and operational support activities; may act as a liaison with other departments on basic administrative matters.
7. Establish and maintain files, databases, and records; perform routine data analyses and calculations for internal reporting.
8. Sort and distribute incoming and outgoing mail; prepare responses to routine inquiries; handle photocopying and operate various office equipment.
9. Arrange meetings and conferences, schedule interviews and appointments, and manage individual schedules; coordinate travel and accommodation arrangements.
10. Order and manage office supplies.
11. Perform basic bookkeeping tasks, including simple billing and cash receipt activities.
12. Undertake miscellaneous job-related duties as assigned.

Minimum Qualifications:

Education: High school diploma or GED.
Experience: Two (2) years of experience directly related to the specified duties and responsibilities.
Substitution: An equivalent combination of related education and experience may be considered.

Required Skills and Competencies:

1. Strong organizational and coordination abilities.
2. Capacity to maintain confidentiality of sensitive information.
3. Basic accounting skills.
4. Ability to comprehend and follow specific instructions and procedures.
5. Proficient receptionist skills.
6. Competence in managing calendars and scheduling appointments.
7. Proficient in creating, composing, and editing written materials.
8. Knowledge of inventory control and ordering supplies.
9. Skillful in operating basic office equipment.
10. Records management skills.
11. Proficient in word processing and data entry.
12. Effective communication skills, both verbal and written.

Working Conditions:

1. Irregular hours may be required, including evenings and weekends.
2. Work is typically performed in an office environment.
3. Frequent deadlines and interruptions may influence priorities; effective coordination of various activities is essential.
4. The role may involve standing, bending, and lifting up to 20 pounds.
5. Vision requirements include the ability to see information in print and/or electronically.