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Administrative Specialist

Job Details

Charlotte, NC

Description

SUMMARY

The Administrative Specialist provides administrative support to The Relatives’ Executive Director. He/she also supports the programs, activities, and projects as needed, and is responsible for managing the day-to-day administrative functions within the assigned area. He/she sits at the front desk of On Ramp and must have exceptional customer service skills. The Administrative Specialist must also have a strong attention to detail and excellent written and verbal communication skills.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.

Essential Duties and Responsibilities

Key Performance Indicator

Supervises activities and traffic in lobby area ensuring a safe and confidential environment.

Ensures integrity of all confidential data following corporate and HIPAA guidelines 100% of the time

Effectively communicates with internal and external customers and appropriate level of support when interacting with clients, family members, and co-workers

Responds to email, phone, social media messages or written inquiries within an average of 24 business hours

Supports the Board of Directors by preparing meeting materials, meeting minutes, calendar invitations, etc.

100% of items completed on time and error-free

Manage various ongoing tasks and projects from inception to completions.Executes short-term projects.

100% of projects/assignments are completed on time

Provides administrative support as needed to all program areas/staff of The Relatives, including filing, data entry, taking meeting minutes, dictation, expense reports, check requests, etc.

Meeting minutes completed for review within 24 hours of meeting. Expense reports completed weekly.

Oversees, disperses, and reconciles petty cash and gift cards.

100% reconciliation at regular cash/ gift card audits

Maintains agency office/business supplies (appointment cards, letterhead, brochures, etc.), including ordering, distributing, and ongoing stocking as needed. Ensures office environment is fully stocked with necessary supplies (toiletries, paper, break room, etc.).

Ensures supply stock in all program areas remains above 25% at all times

Completes mandated training

100% of required training has been completed within specified time frame

Attendance: Has minimal occurrences of unscheduled absences or lateness

No more than 5 unscheduled events per year

Qualifications

QUALIFICATIONS To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and/or EXPERIENCE

  • Experience in a similar office environment/non-profit organization helpful.
  • Bachelor’s degree and/or two+ year(s) related experience required.
  • Proficiency in MS Office applications.

LANGUAGE SKILLS

Ability to read, analyze, and interpret common journals, financial reports, and legal documents. Ability to respond to common inquiries or complaints from customers, regulatory agencies, employees or members of the community. Ability to effectively communicate information to top management, public groups, and boards of directors.

MATHEMATICAL SKILLS

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.

REASONING ABILITY

Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

PHYSICAL DEMANDS The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel; and talk or hear. The employee frequently is required to reach with hands and arms. The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.

WORK ENVIRONMENT The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually moderate.

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