Administrative Support Specialist (Contract Position)

Location: Salt Lake City, UT

Job Type: Contract

Overview:

We are seeking a dedicated and organized Administrative Support Specialist to join our team on a contract basis. This role requires a proactive individual who can manage daily administrative tasks, support office operations, and ensure smooth execution of designated responsibilities. The selected candidate will be instrumental in assisting with a variety of tasks, including data entry, mail coordination, office supply management, and vehicle oversight, among others.

Responsibilities:

• Administrative Support: Handle requests for brochures and other information materials via email, telephone, and mail. Prepare information packages for mailing and track brochure statistics.
• Communication Management: Record phone greetings and manage the office's general phone line and voicemail using a VoIP system.
• Inventory Management: Conduct inventory of office supplies, keep storage areas organized, and manage re-supply lists and new purchase requests.
• Office Equipment Oversight: Coordinate service agreements for office equipment (printers, fax machines, scanners, postal machines), manage supplies, and troubleshoot repairs.
• Mail Coordination: Manage incoming and outgoing mail, including USPS, UPS, and FedEx packages. Ensure timely distribution and dispatch.
• Vehicle Management: Maintain logs for government-owned vehicles, schedule routine maintenance, and coordinate vehicle-related documentation.
• Program Support: Assist with national programs by contacting sites, managing forms, and tracking participation.
• Data Entry: Update databases with information/files provided by staff, including using specific software tools.
• Email Correspondence: Manage and respond to emails, coordinate with team members for technical queries, and organize email communication.
• Training: Train replacements or staff to perform duties as needed.

Requirements:

• High school diploma required; Associate degree in business administration or related field preferred.
• At least 6 months experience in an administrative support role.
• Proficiency in ArcGIS Online, NP Gallery, and specific inventory databases preferred (training provided).
• Excellent organizational, communication, and multitasking skills.
• Familiarity with Microsoft Office Suite and office management software.
• Ability to perform under contract requirements, including managing sensitive information and adhering to security protocols.
• Valid U.S. driver’s license and ability to maintain its good standing.
• Must be capable of obtaining a federal background check clearance.

Job Type: Contract

Pay: $19.48 - $35.00 per hour

Experience:

• Administrative Assistant: 1 year (Preferred)

Ability to Commute:

• Salt Lake City, UT (Required)

Ability to Relocate:

• Salt Lake City, UT: Relocate before starting work (Required)

Work Location: In person