Administrative Support

JOB DESCRIPTION 

Title:  Administrative Specialist   

Status:  Full-Time / Non-Exempt 

Department: Administration

Reports To:  Director of HR  

Position Summary 

The Administrative Specialist provides administrative support to the agency and oversees office management. This position requires a high level of confidentiality as the incumbent has access to sensitive employee and patient information.  

Accountability  

The Administrative Specialist reports to the Compliance and Administrative Services Manager. 

Essential Duties and Responsibilities 

• Administration and Office Support Duties 

• Serve as the primary designee for answering and directing incoming calls.    

• Primary designee for receiving, sorting and distributing all daily incoming and outgoing mail.  This includes monitoring interoffice mail to all agency locations. 

• Prepare and arrange for special mail processing such as certified mail and shipping packages. 

• Prepare and print correspondence, forms, mailing labels and other documents as requested.   

• Coordinate ordering office, thrift store and general business supplies.  This includes monitoring inventory levels of standard office, paper products, and kitchen supplies and placing orders as requested by staff. 

• Place special orders for books, posters, and general educational materials and supplies. 

• Maintain files and perform data entry tasks for patient, volunteer, and/or employee information.   

• Specific duties as assigned for the Volunteer Department, such as entering volunteer hours into the patient management system. 

• Provide administrative support services to agency as requested. 

Meetings and Special Events  

• Plan and shop for supplies needed for meetings and events.   

• Support staff conducting meetings and training sessions by preparing handouts, name badges, and/or any other materials needs for the session(s.) 

• Coordinate physical logistics for meeting room(s.) 

• Perform other duties as assigned. 

Minimum Qualifications 

• High school diploma or equivalent. 

• Ability to write and maintain proper documentation. 

• Strong computer knowledge of MS Office products (Word, Excel, Outlook.) 

• Position requires continual attention to detail.  Must be able to work in a fast-paced environment with demonstrated ability to juggle multiple competing tasks and demands. 

Preferred Qualifications 

• Experience in coordinating events and/or small business meetings.   

Environmental Conditions and Physical Requirements 

Successfully performs the essential duties and responsibilities of the position through the physical activities described below:  

• Constant (over 66% of time) - requires sitting, standing, walking, talking, use of hands, typing, ten key, listening, and observing. Use of telephone, computer. Reaching, stooping, and bending.  Lifting of items 25 pounds or less. 

• Frequent (34% - 66% of time) –Must be able to comfortably lift and move tables and chairs and other items weighing up to 50 pounds.   

• Occasional (1% - 33% of time) – must be able to assist in lifting or moving office furniture or supplies of up to 100 pounds. 

Universal Competencies 

• Supports philosophy and objectives of HSLC.  

• Maintains professional appearance, behavior, attitude and integrity.  

• Keeps abreast of and abides by the policies and procedures of the agency.  

• Stays current with governmental and accreditation requirements affecting areas of responsibility.  

• Participates in appropriate meetings and activities, including Quality Assessment and Performance Improvement.  

• Exhibits good stewardship of resources, including self-care.  

• Reads materials and attends in-services, seminars or conventions as needed for professional growth.  

• Contributes to an atmosphere of excellence, mutual respect and caring.  

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For more information Contact HR:​