Administrative Support Specialist

2 weeks ago

Memphis, Tennessee, United States Education and Training Resources Full time
Job Overview

POSITION SUMMARY:

The role involves executing intricate administrative functions and offering essential support to a department leader or manager. Additionally, this position may include training junior clerical staff.

KEY RESPONSIBILITIES:

  • Drafts business communications, including letters, memos, reports, and charts using a personal computer.
  • Prepares and composes standard correspondence for official signatures.
  • Establishes and manages confidential documentation and records.
  • Reviews and corrects written materials for grammatical, punctuation, and spelling accuracy.
  • Maintains the calendar and organizes appointments; handles incoming and outgoing mail and faxes; follows up on action item deadlines.
  • Participates in departmental meetings; records notes and prepares/distributes meeting summaries.
  • Facilitates orientation for new staff regarding organizational policies and procedures.
  • Handles telephone inquiries and directs calls appropriately.
  • Procures and oversees office supplies and equipment.
  • Operates office machinery and provides guidance to others on their use.
  • Supports the center in achieving its operational goals while adhering to established policies.
  • Encourages a constructive work atmosphere by exemplifying career success standards and core values.

Note: This job description is not exhaustive. The employee may undertake additional related tasks as necessary to fulfill the organization's ongoing requirements.

SKILLS AND COMPETENCIES:

  • Ability to generate standard business documents, forms, contracts, proposals, and presentations; proficient in utilizing internet search engines.
  • Exceptional interpersonal and communication skills, both verbal and written.
  • Strong attention to detail with meticulous documentation skills; excellent time management and organizational abilities.
  • Capacity to manage multiple tasks effectively.
  • Proficient in software applications such as MS Word, Excel, PowerPoint, Desktop Publishing, and Outlook.
  • Ability to operate office equipment efficiently.

EDUCATIONAL REQUIREMENTS:

  • High School Diploma or equivalent qualification.

EXPERIENCE:

  • A minimum of three years of relevant work experience.

OTHER REQUIREMENTS:

  • Must hold a valid Driver's License with a satisfactory driving record.

ADA COMPLIANCE:

In accordance with the Americans with Disabilities Act, modifications to requirements may be made to reasonably accommodate individuals with disabilities. However, no accommodations will be provided that may pose significant health or safety risks to the employee or others, or that would impose an undue hardship on the organization.

PHYSICAL REQUIREMENTS:

  • Ability to read, write, and communicate fluently in English.
  • Ability to hear and speak to convey ideas and exchange information in person or via telephone.
  • Visual acuity to read labels, documents, and computer screens.
  • Ability to sit, stand, and move about for varying periods.
  • Dexterity to operate a computer keyboard and other office machinery.
  • Ability to kneel, bend, stoop, and reach overhead.
  • Capability to retrieve and store files and supplies; occasionally lift light objects.

WORK ENVIRONMENT:

  • Office and campus settings.
  • Indoor and outdoor work environments.

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