Summary: 

Under limited supervision the Administrative Operations Specialist must take on various roles within the organization to help ensure effective day-to-day operations. This role may require, but is not limited to, performing general clerical tasks, communicating with and greeting Caregivers and the public, responding to phone calls and emails, timekeeping, and some accounting functions, in addition to managing office equipment and supplies. Administrative Operation Specialists may also be required to create reports and memos and organize events. 

Experience: 

Minimum of 5 years Administrative Assistance/Clerical Experience

Education: 

High School Diploma plus a minimum of 5 years Administrative Assistance/Clerical Experience

Essential Functions

The following duties ARE NOT intended to serve as a comprehensive list of all duties performed by all employees in this classification. Shown are duties intended to provide a representative summary of the major duties and responsibilities. Incumbent(s) may not be required to perform all duties listed and may be required to perform additional, position-specific duties. 

Answers incoming phone calls, directs callers, and provides information as required. Takes messages in a professional manner. Receives the public and answers questions; responds to inquiries from other staff or visitors, referring them to appropriate person(s) as necessary. Receives, reviews, distributes, and posts daily incoming mail; may include trips to local postal or shipping outlets.  Develops and maintains office files in accordance with the confidentiality requirements of the federal and state agencies. Prepares, edits, and distributes correspondence and memos as requested, which requires judgement as to content accuracy, and thoroughness.  Handles requests from both internal and external sources as required; maintains control of information and access with strict confidentiality of all materials and information encountered in duties.  Manages documents, to include retention and destruction, in accordance with state and federal standards. Maintains office equipment and supplies, initiates routine repairs and service, notifying appropriate parties of issues pertaining to non-routine maintenance and replacement. Maintains and updates skills and knowledge of Microsoft Office and any other applicable software applications. Complies with the rules, policies, and procedures as set forth by the grant funders Performs one or more accounting operations, including setting up new vendors in accounting system. Submits and verifies purchase requisitions/orders  Matches invoices to purchase orders and/or checks. Schedules meetings and takes minutes as requested Is a Timekeeper in the ATA system

 

Other Duties: 

As assigned