Administrative Specialist - Training & Development Team

Position Summary

The Administrative Specialist provides essential administrative, financial, data, scheduling, and customer service support to keep department operations organized, accurate, and efficient. This role works closely with staff, clients, vendors, and management to support program goals, agency standards, and reporting requirements.

Key Responsibilities

• Administrative Support: Provide day-to-day administrative assistance, correspondence, document preparation, and Microsoft Office/Outlook support.
• Financial Support: Process invoices, financial documentation, and data accurately and on time. Perform basic to intermediate accounting tasks and identify discrepancies for management review.
• Scheduling: Coordinate calendars, appointments, client meetings, and department activities with accuracy and efficiency.
• Data Management: Enter, update, and maintain client and departmental data while ensuring accuracy, completeness, and confidentiality.
• Records Management: Scan, copy, organize, and maintain electronic and paper files, ensuring documentation is complete and meets agency and funder deadlines.
• Audits & Compliance: Review client, employee, and departmental files for accuracy, completeness, and compliance with agency and funder requirements.
• Reporting: Prepare routine reports, presentations, and other documentation to support department and program reporting needs.
• Project Support: Coordinate assigned projects and provide administrative support for departmental initiatives and special projects.
• Customer Service: Deliver professional, responsive service to clients, staff, vendors, and visitors. Answer phones, greet visitors, manage front-desk activities, and communicate with outside vendors as needed.
• Additional Duties: Perform other duties and special projects as assigned.

Required Knowledge, Skills & Abilities

• Excellent written, verbal, and interpersonal communication skills.
• Strong customer service and relationship-building skills.
• Ability to maintain confidentiality and appropriate professional boundaries.
• Ability to learn and follow program, contract, and funder requirements.
• Strong organizational, analytical, and multitasking skills.
• Self-motivated with the ability to work independently and collaboratively.
• Intermediate computer skills, including Microsoft Office, spreadsheets, word processing, formulas, tables, graphics, and document formatting.
• Strong administrative and clerical skills, including reception, recordkeeping, and general office operations.
• Strong English grammar and composition skills.

Minimum Qualifications

• Associate degree in a related field or equivalent experience.
• Two years of administrative support experience.
• Valid driver's license and current auto insurance.