Administrative Support Specialist

3 weeks ago

Duluth, Minnesota, United States Goodwill Industries Vocational Enterprises Inc Full time
Job Summary

This role is responsible for providing administrative support to ensure the efficient operation of the Administrative Office. The successful candidate will support directors, managers, and employees through a variety of tasks related to organization and communication.

Duties and Responsibilities:

  • Answer and direct telephone calls, including screening calls and taking messages when appropriate
  • Arrange couriers and routes mail, faxes, and paperwork received on the trucks
  • Welcome visitors and guests, answer questions, offer refreshments, and direct to the correct offices
  • Provide administrative support for each of the department Directors
  • Assist in data entry and preparation of regularly scheduled reports
  • Ensure operation of office equipment by completing preventive maintenance requirements and calling for repairs
  • Maintain an inventory of office and production supplies and order items when necessary
  • Carry out administrative duties such as filing, typing, copying, and scanning
  • Schedule meetings and order agency-related meals or materials as requested
  • Assist with booking flights, hotels, and rental cars for staff travel
  • Ensure general orderliness and cleanliness of the front office and kitchen
  • Assist with weekly office deposit
  • Maintain donor database and assist in sending donor thank you letters
  • Perform other job-related duties as assigned
  • Maintain confidentiality when working with sensitive information

Required Skills and Abilities:

  • Excellent communication abilities, including speaking, writing, and active listening
  • Effective organization and time management skills (e.g., prioritization, multitasking, and planning)
  • Great customer service skills (e.g., a personable, and positive attitude)
  • High typing speed and accuracy
  • Good computer skills, including basic troubleshooting and Microsoft Office, Excel, printers, and Outlook (email)
  • Ability to work independently with minimal supervision
  • Keen attention to detail

Education and Experience:

  • High School Diploma or equivalent
  • Associates degree preferred
  • Two years work experience or post high school training in the clerical field

Physical Requirements:

These work environment factors are general in nature: CONSTANT: Sit and near vision. FREQUENT: Bend neck; talk/speak; sit and visual accommodation. OCCASIONAL: Lift and carry up to 10 pounds; rotate neck, static neck position; walk; hear within 5 feet and midrange vision.

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