Administrative Support Specialist

Job DetailsJob Location: Burlington, MA 01803Position Type: Full TimeSalary Range: $25.00 - $28.00 HourlyJob Category: Admin - ClericalHOURS PER WEEK:     35        GENERAL SUMMARY:   Reporting to the Office Manager, the Office Services Administrative Support Specialist works as a member of the Office Services team and provides a wide variety of high-level administrative and clerical tasks in support of the various agency departments. The Administrative Support Specialist is a “big-picture thinker” who understands priorities, sets and meets deadlines for self and other staff members, and self-directs to ensure that all work (both routine and complex projects) is completed in a timely manner. This position also provides backup to the Office Manager in projects related to the Board of Directors. ESSENTIAL FUNCTIONS: Provide administrative support to agency staff, including Assist with the development, implementation, and maintenance of agency and department Practices and Procedures documents, including the preparation of documents necessary to ensure effective agency operations.  Word-process and edit both simple and complex documents, including creating and formatting forms, lists, and columns; sharing and protecting documents; creating and using templates; and comparing and merging documents. Insert hyperlinks; and save in multiple file formats. Create, edit, and format spreadsheets in Excel, demonstrating knowledge of basic functions such as lookup tables, formulas, filters, and sorting. Develop and edit PowerPoint presentations, including adding and recording audio, inserting music to time with slides, and inserting pictures, graphs, and diagrams. Create fillable PDF forms; convert, edit, and organize pages using Adobe Acrobat. Input data accurately and manage a variety of internal databases. Order general office supplies, office equipment, and furniture for the agency. Maintain office equipment and contact vendors for repairs as needed.  Provide Nutrition support. 2% Maintain inventory and stock kitchen, supply, and storage areas for the agency. Assist with the timely set-up and breakdown of meetings and events, including but not limited to: Arrange tables, chairs, beverages, and food as requested. Maintain confidential client files and scan documentation into electronic database. Provide back up to receptionist as needed. Answer and direct calls; distribute electronic faxes. Sort and distribute mail. Maintain visitors’ log. Assist in maintaining Office Services’ SharePoint platform. Maintain an organized work environment. Ensure that all confidential materials and client files are secured and locked at the end of the day. Provide back-up support to the Office Manager for Board of Director meetings, including taking minutes if necessary. Assist with agency mailings, surveys, and program materials. Provide back up to Administrative Specialist’s fiscal responsibilities. Complete other administrative tasks as requested. COMPETENCIES NEEDED: Consumer/Customer Service Orientation: Communicates well with internal/external stakeholders.  Responds to requests in a timely and thorough manner. Does what is necessary to ensure consumer satisfaction. Communication:  Listens, speaks, and writes clearly and concisely. Ensure all involved are kept informed about developments and plans. Keeps manager informed about project progress and problems. Cooperation/Teamwork: Strong interpersonal skills; respond positively to instructions and procedures. Shares critical information with everyone involved in a project; works effectively on projects that cross functional lines. Critical Thinking/Problem Solving: Breaks down a situation into smaller pieces to identify key or underlying issues. Recognizes and accurately evaluates the signs of a problem. Analyzes current procedures for possible improvements. Notifies supervisor of problems promptly. Project/Work/Time Management: Identifies critical tasks and adjusts priorities when appropriate. Coordinates own schedule with schedules of others to avoid conflicts. Manage workflow to meet project deadlines. Quality of Work: Maintains high standards. Consistently produces accurate, thorough, professional work. Quantity of Work: Produces an appropriate quantity of work. Able to manage multiple simultaneous projects across varying deadlines. WORK ENVIRONMENT: This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, bulk mailing equipment and filing cabinets. This is largely a sedentary role; however, some standing may be required when operating the postage machine or photocopier.   PHI and PII: This role has access to Protected Health Information (PHI) and therefore the employee must adhere to Minuteman’s confidentiality policy and HIPAA regulations. This role has access to Personal Identifiable Information (PII) and therefore the employee must adhere to Minuteman’s confidentiality policy and MA Executive Order 504. This role has access to Protected Health Information (PHI) and Personal Identifiable Information (PII) and therefore the employee must adhere to Minuteman’s confidentiality policy, HIPAA regulations, and MA Executive Order 504. Pay Range Disclosure: In accordance with the Massachusetts Wage Transparency Act, the pay range for this position reflects what we reasonably and in good faith expect to pay at the time of posting. Final compensation will depend on the candidate’s experience, skills, and alignment with the role’s responsibilities. QualificationsQUALIFIED APPLICANTS WILL HAVE: Associate’s degree required. Bachelor’s degree preferred. Experience in developing and reviewing policies and procedures. Good telephone, interpersonal, and customer service skills, and a calm demeanor. Proficient computer skills, including demonstrated competence in database management, Adobe Acrobat, and MS Office (Word, Excel, Outlook, Access). Ability to learn new platforms. Excellent written and verbal communication skills, with the ability to communicate and interact effectively with all levels of personnel. Excellent proofreading skills. Capacity to multitask and work under pressure. A consistently positive, cooperative, self-motivated, courteous, and professional attitude while working as a team member and pitching in as necessary. Ability to regularly spend long hours sitting or standing and using office equipment and computers. Ability to regularly work on repetitive tasks. Ability to regularly use headphones and earpieces. Ability to lift to 25 pounds.