Administrative Assistant

The Administrative Specialist I provides comprehensive administrative and operational support to departmental leadership and team members. This role ensures the smooth execution of daily activities, facilitates communication, and contributes to the overall efficiency of the department.

KEY RESPONSIBILITIES:

This position does the following in accordance with all applicable Federal, State and local laws / regulations and the Company’s policies, procedures and guidelines:

• Administrative Support
• Prepare reports, manage correspondence, maintain filing systems, and assist with scheduling and meeting coordination.
• Support departmental operations including document preparation, data entry, and record keeping.
• Assist with processing transactions such as discounts, reimbursements, or approvals using internal systems (e.g., SAP, Sharepoint, or other platforms).
• Ensure compliance with relevant policies and guidelines.
• Facilitate accounts payable processes by verifying approvals, coding invoices, and routing for signatures.
• Monitor and track departmental expenses as needed.
• Provide support across various teams such as Sales, Service, and Operations depending on departmental needs.
• Communicate effectively with internal and external stakeholders to resolve inquiries and ensure timely follow-up.
• Event and Activity Coordination.
• Assist in planning and executing team events, morale-building activities, and seasonal celebrations.
• Manage supply orders, equipment maintenance, mail distribution, and other general office tasks.
• Support special projects and initiatives as assigned by management.
• Maintain and update departmental policies, spreadsheets, and documentation for internal and corporate review.
• Perform additional responsibilities as directed by leadership.

QUALIFICATIONS:

• High School Diploma or GED Required. Associate’s degree preferred.
• 3 years of related experience required.
• Ability to use a computer to enter and/or retrieve information.
• Proficiency using Microsoft Word, Excel, Access and PowerPoint, and the ability to quickly learn and use other software packages.
• Ability to perform basic mathematical calculations, addition, subtraction, multiplication, division, use of fractions and percentages.
• Effective verbal and written communication skills.
• Excellent customer relation skills.
• Good time management skills and ability to multitask.

PHYSICAL REQUIREMENTS:

• Requires sufficient personal mobility and physical reflexes, to permit the employee to function in a general office environment and accomplish tasks and duties as outlined above.

DISCLAIMER:

The information provided in the description has been designed to indicate the general nature and level of work performed by incumbents within the classification. This description is not intended to be a comprehensive inventory of all duties, responsibilities, qualifications and working conditions required of employees assigned to this job/classification. This job is intended to include the current essential functions of the job. Management reserves the right to add or modify the duties and responsibilities and to designate other functions as essential at any time.