Administrative Specialist

Our client is seeking a dedicated and detail oriented Administrative Specialist to support their team. This role is essential to daily operations and the smooth functioning of the office. The ideal candidate will possess strong organizational skills, proficiency in administrative and financial processes, and a customer focused mindset.

Essential Functions:

• Provide responsible and highly complex administrative support with a significant degree of independent accountability. Plan, organize, and coordinate activities to assist department managers.

• Communicate with various groups to provide detailed information regarding department and program policies and procedures. Receive calls and tactfully handle inquiries regarding department functions and responsibilities. Research and respond to requests and assist with activities, special projects, meetings, commissions, committees, and workshops.

• Schedule and attend meetings, prepare and compile agenda packets, record and prepare minutes, present or distribute information as appropriate, coordinate special events, and maintain multiple calendars.

• Plan, design, create, and edit a variety of documents, including confidential correspondence, letters, forms, logs, spreadsheets, presentations, agendas, reports, memoranda, procedural manuals, draft regulations, statistical charts, schedules, flyers, and event materials.

• Create, develop, maintain, and update specialized forms, databases, logs, files, records, and reports. Design and maintain spreadsheets requiring data interpretation and manipulation.

• Receive timecards and other personnel information, review documents for accuracy and completeness, process payroll, and maintain confidentiality.

• Create and manage website content and independently compose communications related to assigned responsibilities.

• Provide front counter assistance, respond to sensitive complaints, and fulfill requests for information regarding regulations, procedures, systems, and precedents.

• Research and compile data for specialized reports and projects, verify data accuracy, and prepare reports.

• Organize and maintain accurate databases, files, and records. Research discrepancies and ensure compliance with established record retention schedules.

• Maintain and order office supplies and research and recommend vendors, products, and software.

• Assist department staff with preparing project specifications, technical specifications, scopes of work, project cost estimates, and timelines.

• Create, manage, and update contracts and requests for proposals. Ensure compliance with procurement procedures, verify contractor requirements, and prepare staff reports with recommendations.

• Manage, direct, audit, and maintain records and electronic systems. Enter and retrieve data, run and analyze complex reports, and organize office storage and filing systems.

• Research, summarize, and interpret data from various sources. Prepare and submit reports to local, state, and federal regulatory agencies.

• Perform technical accounting and financial support, including monitoring budgets and accounts, maintaining petty cash, and processing purchase orders, payment vouchers, check requests, and invoices.

• Enter, review, code, track, and process invoices accurately and promptly. Research and resolve discrepancies, confirm proper approvals and supporting documentation, and maintain organized invoice and payment records.

• Use Tyler Munis to enter and process invoices, purchase orders, payment information, and other financial or administrative records. Run reports, research transactions, and maintain accurate data within the system.

• Assist management with studies and special projects, collect and compile data, prepare draft reports, and recommend changes to departmental procedures, policies, and programs.

• Perform grant writing responsibilities, including creating, reviewing, and researching grants. Ensure compliance with federal, state, and other funding agency requirements, as well as applicable accounting, reporting, legal, and regulatory standards.

Experience and Qualifications:

• Previous experience as an Administrative Assistant, Administrative Specialist, or in a similar role is preferred.

• Experience entering and processing invoices, reviewing supporting documentation, and resolving payment discrepancies is preferred.

• Experience using Tyler Munis for invoice processing, purchasing, accounting, or administrative functions is strongly preferred.

• Strong organizational skills with the ability to effectively prioritize multiple assignments.

• Proficiency with computer systems and software applications used for administrative and financial functions.

• Excellent time management skills and the ability to meet deadlines in a fast paced environment.

• Proficiency in Microsoft Word, PowerPoint, and Outlook is required.

Full-time

$25-27/hr