• Title: Administration Specialist

Qualification:

• Associate’s Degree, or two-year technical certificate and 3-5 years related
• experience or an equivalent combination of education and experience.

Main Function:

• Perform routine assignments which include responding to oral and written
• requests, typing correspondence, filing, opening and distributing mail,
• answering phone calls and routine questions, and routing calls to the appropriate staff

Job Responsibilities

• Provide primary receptionist and office support duties by answering incoming calls, routing callers or providing information as required. Takes and transmits messages, greets and directs members of the public, and maintains a clean and presentable office.
• Scans collate, bind, photocopies, and documents.
• Responds to basic requests for information and routine questions in person and through written correspondence.
• Responds to inquiries regarding services or information; direct individuals to appropriate personnel as necessary to resolve concerns and complaints.
• Conducts basic research, collects and compiles data, transcribes, composes, types, and edits a variety of correspondence, reports, memoranda, minutes, contracts, presentations and other material requiring judgment as to content, accuracy, and completeness. Proofreads for the format, spelling, grammar, typos and general clarity.
• Completes budgeting and/or financial tasks including reconciling purchases, receipts and/or invoices. Maintains petty cash.
• Makes simple postings to accounts.
• Schedules and supports meetings, training, and special events including reserving space, preparation of materials and finalizing meeting minutes.
• Monitors and maintains an inventory of equipment and other office supplies, and orders supplies as necessary.
• Oversees and maintains various files and records. Manages sending, receiving, processing and distribution of mail and packages.
• May provide lead direction for lower-level support staff.
• Performs other duties of a similar nature or level.

Education, Skills, And Experience

Essentials & Soft Skills

• Clerical — Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, stenography and transcription, designing forms, and other office procedures and terminology.
• English Language — Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.
• Electronic mail software - Microsoft Outlook
• Office suite software – Microsoft Office, Office 365, SharePoint
• Presentation software – Microsoft PowerPoint
• Spreadsheet software – Microsoft Excel
• Word processing software – Microsoft Word
• Virtual meeting management software – Microsoft Teams, Zoom
• Active Listening
• Speaking
• Writing
• Service Orientation
• Time Management
• Coordination
• Monitoring
• Critical Thinking
• Judgment and Decision Making
• Social Perceptiveness