Administrative Support Specialist

Job Type: Part Time with plans to move to full time

Job Summary:

The Administrative Support Specialist provides comprehensive administrative and clerical support to ensure the efficient operation of the office. This role involves handling a wide range of tasks to assist managers, staff, and visitors by organizing schedules, managing communications, and performing various office duties.

Key Responsibilities:

General Administrative Support: Manage daily office activities, including answering phones, responding to emails, and directing inquiries to the appropriate personnel.

Payroll Processing and Compliance: Oversee the accurate and timely processing of payroll for all employees, ensure compliance with federal, state and local payroll reporting requirements.

Document Management: Prepare, review, and distribute documents, reports, and correspondence. Maintain filing systems, both electronic and physical.

Scheduling: Coordinate and manage appointments, meetings, and travel arrangements for staff. Maintain and update calendars.

Data Entry: Input and update information into databases and spreadsheets with accuracy and attention to detail.

Communication: Serve as the point of contact for internal and external communications. Draft, proofread, and edit documents and presentations as needed.

Office Coordination: Order and manage office supplies and equipment. Oversee office maintenance and liaise with vendors and service providers.

Record Keeping: Maintain accurate records and ensure compliance with company policies and procedures.

Event Planning: Assist in organizing company events, meetings, and training sessions, including logistics and coordination.

Qualifications:

Education: High school diploma or equivalent required; associate or bachelor’s degree preferred.

Experience: Minimum of 2 years of administrative support experience, preferably in a corporate setting.

Technical Skills: Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and experience with office management software (QuickBooks and Paylocity)

Communication Skills: Excellent verbal and written communication skills.

Organizational Skills: Strong organizational and multitasking abilities with a keen attention to detail.

Interpersonal Skills: Ability to work independently and as part of a team. Strong interpersonal skills and a customer-service mindset.

Problem-Solving: Proactive approach to problem-solving with strong decision-making capabilities.

Working Conditions:

Office/Remote environment, standard business hours.

May involve some lifting of office supplies and equipment (up to 20 lbs.).