Position Title: Administrative Specialist- Central Services
Salary Range: Administrative Specialist, Grade 4, $25.41 - $33.03 per hour, commensurate with experience
Job Description Summary: The Administrative Specialist facilitates the efficient operation of the assigned department by performing various clerical and administrative tasks.
Job Description: 1. Provides administrative support to the assigned department with specialized attention to the fact that the information, decision, and communication involved may be sensitive or confidential. - Provides clerical support by triaging incoming communications and facilitates response or action needed.
- Disseminates information using discretion and by appropriately applying and interpreting regulations, policies, and procedures.
- Maintains, processes, transcribes, and files confidential records, reports, and any notes or data related to those files.
- Prepares agendas, attends and records meeting notes, and distributes.
- Completes required request forms- including but not limited to purchase orders, travel requests, legal requests, IT requests, and marketing materials requests.
2. Schedules travel and conference registrations as assigned. - Works closely with the assigned Supervisor to ensure department needs are met.
- Creates communications, letters, flyers, and other documents as directed.
- Applies knowledge of standard Sourcewell formats, terminology and citations, business English, grammar, punctuation, and spelling.
- Creates and maintains filing systems, spreadsheets, and protocols to increase departmental efficiencies.
- Assists in process improvement, automation initiatives, and technology upgrades and implementation.
- Researches and compiles information and/or completes compliance reporting as directed.
- Assists with CRM data, including data entry and generating reports.
- Prepares contracts and forwards them to the appropriate department/team for review prior to execution, completes revisions, additions, or corrections as recommended.
- Compiles, prepares, and processes invoices as directed.
- Supports logistical coordination, including managing orders and coordinating delivery of supplies.
- Ensures inventory of collateral marketing pieces is available.
- Assists with maintaining the SharePoint site, including updating the news feed, calendar, and file naming conventions, ensuring the integrity of all data and that updates are made in a timely manner.
- Assists with various special projects.
3. Provides meeting and event support. - Coordinates scheduling and calendars for workshops, meetings, and events.
- Coordinates facility use for internal and external meetings and events and resolves conflicts through collaboration with meeting organizers.
- Coordinates site, catering/refreshments, technology needs, set up, and clean up.
- Collaborates on logistics with additional departments and teams as needed.
- Assists with registration management, including creating events, managing registrations and evaluations, generating reports, and sending communications.
- Assists with preparing tools, resources, and materials.
- Greets presenters and event attendees and facilitates event sign-ins.
4. Provides calendar management. - Organizes and maintains appointments, schedules, and calendars with internal and external stakeholders.
- Prioritizes inquiries and requests while troubleshooting conflicts.
- Anticipates scheduling needs and suggests a resolution.
- Maintains confidentiality of sensitive, private, and/or personal information.
5. Other duties such as- photocopying, faxing, filing, printing, mailing, and scanning. 6. Collaborates with other support staff as time allows. 7. Serves as backup to other support staff on leave. 8. Other duties as assigned. Additional Job Description: Required Qualifications - Associate's degree or higher in the related field, AND One year of advanced clerical support experience OR
- A combination of related post-secondary and/or professional education/training and demonstrated advanced clerical support equivalent to a total of three years.
Preferred Qualifications - Three years of advanced office support experience
- Experience with Office 365, SharePoint, One Drive, and/or Microsoft Teams
- Experience with project tracking or project management software
- Experience with Customer Relationship Management databases (CRM)
- Experience with Content Management Systems (CMS) for website
- Experience with an event software program
Position open until filled.
Salary Range: - Grade 4, $25.41 - $33.03 per hour, commensurate with experience
First review of applications will take place on
September 16th. Please submit your applications prior to this date if you wish to be considered.
Location: - This is a hybrid position, required in the office 2 to 3 times per week, and is subject to Sourcewell's telecommuting policies and procedures.
*Sourcewell is currently accepting applications from all states, except the following: California, Colorado, Connecticut, Illinois, Maryland, Massachusetts, New Hampshire, New Jersey, New York, Oregon, Rhode Island, Vermont, and Washington. Applicants living in or planning to relocate to a state not on this list are encouraged to apply. * Sourcewell exists to empower community success. We stand with our partners in government and education striving to recognize and honor the differences in each of our community members. We are committed to removing barriers to equity.
Values - Seek. Be curious.
- Empower. Be accountable and liberate others.
- Impact. Be a difference maker
Full Time/Part Time: Full time
Position Type: Regular
Scheduled Hours: 40#LI-Hybrid