Administrative Specialist St. Clair County Housing Authority - 3.9 Belleville, IL Job Details Full-time $50,000 a year 9 hours ago Benefits Health insurance Dental insurance Paid time off Vision insurance Life insurance Qualifications Written communication Confidential information handling Clear verbal communication Microsoft Outlook Computer literacy Spreadsheets Writing skills Word embeddings Administrative experience Attention to detail Task prioritization Problem-solving Organizational skills Presentation preparation Computer skills Technical Proficiency Data analysis software Time management Microsoft 365 proficiency Full Job Description Overview The Administrative Specialist provides high-level administrative and operational support to management and executive leadership. This role requires exceptional organization, attention to detail, business communication, and technical proficiency, with the ability to independently manage competing priorities, protect confidential information, and deliver accurate, professional work with minimal supervision. Responsibilities Provide administrative and organizational support to management and executive leadership. Manage calendars, meetings, schedules, deadlines, correspondence, records, and competing priorities. Maintain organized electronic and physical files for compliance with record-retention, including certificates of disposal when applicable. Prepare, proofread, format, and distribute professional correspondence, reports, presentations, and business documents. Create, maintain, and analyze Excel spreadsheets using advanced formulas, sorting, filtering, conditional formatting, PivotTables, and Pivot Charts. Develop polished PowerPoint presentations incorporating charts, graphs, tables, executive summaries, and other presentation materials. Assist with contract administration by tracking key terms, obligations, deadlines, renewals, discrepancies, and supporting documentation. Draft professional business correspondence with appropriate tone, grammar, formatting, and attention to detail. Track projects, action items, deadlines, and follow-up requirements to ensure timely completion. Communicate professionally with employees, clients, vendors, contractors, community business partners, and other stakeholders. Represent Executive Leadership at meetings with community business partners when requested. Research and resolve routine administrative issues independently and determine appropriate next steps. Anticipate administrative needs, identify potential issues, and take initiative to address them proactively. Handle confidential and sensitive business matters with discretion, professionalism, and sound judgment. Support special projects and other administrative responsibilities as assigned. Develop knowledge of agency operations and programs to provide effective, well-informed administrative support. Required Qualifications 3-5 years of proven experience in business administration, administrative support, office management, or a related professional role. Advanced computer proficiency and ability to quickly learn and apply new technology. Advanced Microsoft Excel skills, including PivotTables and Pivot Charts; advanced formulas and functions; sorting, filtering, and data organization; data analysis and presentation; spreadsheet formatting Strong Microsoft PowerPoint skills, including the development of professional, visually effective presentations. Strong proficiency in Microsoft Word, Outlook, and other standard business applications. Excellent written and verbal communication skills. Demonstrated ability to produce polished business correspondence and professional documents. Exceptional organizational, time management, and prioritization skills. Strong problem-solving skills and ability to exercise independent judgment. Exceptional attention to detail, accuracy, reliability, and follow-through. Ability to manage confidential information with discretion. Ability to remain calm, professional, and productive under pressure. Ability to work independently with minimal supervision while managing multiple priorities. Preferred Qualifications Experience reviewing, organizing, tracking, or administering business contracts. Experience with housing authority software or property management systems. Knowledge of insurance claim processes. Knowledge of FOIA compliance and related administrative requirements. Bachelor's degree, some college coursework, or equivalent experience preferred. Core Competencies Advanced Technology & Data Management | Excel & Data Analysis | PowerPoint | Contract Administration | Business Writing | Organization & Prioritization | Confidentiality & Discretion | Independent Judgment | Problem Solving | Time Management | Attention to Detail | Professional Communication | Composure Under Pressure | Initiative & Accountability Success in this Role Success requires more than completing routine administrative tasks. The Administrative Specialist serves as a trusted resource to leadership by anticipating needs, managing responsibilities independently, exercising sound judgment, protecting confidential information, solving problems, and ensuring that important matters are completed accurately, professionally, and on time. All of the above-mentioned requirements and qualifications are necessary for initial employment and must be maintained as a condition of continued employment. The Housing Authority reserves the right to impose additional job-related requirements and qualifications, as necessary, and similarly may waive the stated requirements when appropriate to provide for the employment of any person determined to possess the combination of education, work experience, and job skills to successfully perform the assigned duties. Support Our Mission. Serve Our Community. Grow Your Career as an Administrative Specialist at St. Clair County Housing Authority. To be considered for this position, applicants must apply through Indeed. Applications must be submitted by Wednesday, September 16.

THIS IS AN EQUAL EMPLOYMENT OPPORTUNITY M/F/D/V

Pay:

$50,000.00 per year

Benefits:

Dental insurance Health insurance Life insurance Paid time off Vision insurance Application Question(s): Do you possess advanced computer skills and strong proficiency in Microsoft Office 365 applications such as Outlook, Word, Excel and PowerPoint?

Experience:

Administrative:

3 years (Required)

Work Location:

In person