Administrative Support Specialist

Job Overview We are seeking an organized, dependable, and professional Administrative Support Specialist to join our team. The ideal candidate will serve as a key front-office contact for clients, visitors, staff, and community partners. This position requires strong communication skills, good judgment, and the ability to handle a high volume of incoming calls, questions, and administrative tasks in a busy office environment. The Administrative Support Specialist is responsible for answering and triaging incoming calls, greeting visitors, directing clients to the appropriate staff or program, assisting with scheduling, supporting agency mailings, helping with meetings and events, updating basic website information, and completing data entry for program and grant reporting.

The ideal candidate will have prior experience answering phones, assisting the public, handling high call volume, and completing administrative support tasks. Experience in a call center, doctor's office, clinic, social service agency, government office, insurance office, or similar fast-paced setting is preferred.

MAJOR JOB RESPONSIBILITIES

• Answer a high volume of incoming calls as the first point of contact for the agency.
• Triage calls by listening carefully, asking appropriate questions, answering general questions when appropriate, and directing more specific requests to the correct staff member, department, or program.
• Greet visitors in a professional and welcoming manner and direct them to the appropriate person or service.
• Schedule Information & Assistance appointments as needed.
• Respond to or forward emails and messages received through Facebook, the agency website, and other general communication channels.
• Complete SHICK training to support basic Medicare-related client needs and referrals.
• Assist with bulk mailing preparation for Older & Bolder, the agency newsletter, event mailings, and other agency communications.
• Help maintain mailing lists and prepare materials for agency mailings.
• Send thank-you letters and other routine correspondence as directed.
• Collect and process incoming and outgoing mail as a backup.
• Assist with preparing Board of Directors packets as directed by the Executive Assistant.
• Set up meeting rooms for board meetings, staff meetings, trainings, events, and other agency activities.
• Help keep shared office spaces, including the break room, stocked, clean, and organized.
• Assist with planning staff potlucks, events, meetings, and internal activities.
• Assist the Assistant Executive Director with events, projects, vendor communication, registrations, and other duties as assigned.
• Update basic website information as directed.
• Contact vendors for events and help maintain event-related information.
• Track event registrations, attendance lists, and related details.
• Enter SHICK-related information and other program data into STARS for grant reporting and data tracking.
• Maintain accurate records and assist with data collection and reporting requirements.
• Provide administrative support to agency programs, leadership, and staff as needed.
• Perform related work as required.
• Attend all mandatory training as specified.

KNOWLEDGE, SKILLS, ABILITIES AND COMPETENCIES

Working knowledge of office practices, procedures, and equipment. Strong phone skills, including the ability to listen carefully, ask appropriate questions, gather information, and direct calls to the correct person or department. Excellent customer service skills, including the ability to communicate clearly and professionally with older adults, caregivers, staff, vendors, and community partners. Ability to manage a high volume of incoming calls while maintaining professionalism and accuracy. Ability to use good judgment when determining what questions can be answered directly and what should be referred to another staff member. Ability to keep accurate records, organize information, maintain mailing lists, and assist with reports. Strong attention to detail, especially when completing data entry, preparing mailings, tracking registrations, and handling client or program information. Ability to manage multiple tasks, follow through on assignments, and adjust to changing priorities. Ability to deal with employees, clients, visitors, and members of the public tactfully and courteously. Knowledge of Microsoft Office and the ability to learn agency software, databases, and online systems. Ability to maintain confidentiality and handle client, staff, and agency information with care. Ability to work independently, take initiative, solve problems, and be a dependable member of the team. Ability to learn agency programs and services in order to provide accurate information and referrals. Successfully pass a KBI background check. This job description is not all-inclusive. The position may require other job-related responsibilities and job tasks other than those stated above.

QUALIFICATIONS

High school diploma or equivalent required. Associate degree or additional administrative, business, customer service, healthcare, or human services training preferred. Prior experience in reception, customer service, office support, administrative assistant work, or a similar public-facing role required. Experience answering and triaging a high volume of incoming calls in a call center, doctor's office, clinic, social service agency, government office, insurance office, or similar setting is strongly preferred. Experience working in a nonprofit, healthcare, social services, aging services, Medicare-related services, or community resource setting is helpful but not required. Experience with data entry, mailing lists, event registration, newsletters, basic website updates, or office coordination is preferred.

Job Type:

Full-time Pay:

$17.00 - $20.00 per hour

Benefits:

Dental insurance Health savings account Life insurance Paid time off Retirement plan

Work Location:

In person