Administrative Specialist II

Position Summary:

Performs a range of technical, administrative and clerical duties in support of the agency’s the department and/or manager(s) goals and objectives.

Job Responsibilities:

• Administrative Support

Provides support and handles administrative tasks for department including correspondence at an intermediate skill level (Microsoft, Outlook, Office Suite, etc.); update websites and SharePoint documents

• Billing /Financial

Handles submission & processing the accurate and timely data entry

basic to intermediate accounting duties, demonstrating understanding

of accounting fundamentals, principles and practices; may compile and summarize accounting

information, identifying inaccuracies or abnormalities and reporting them to management

• Scheduling

Performs routine to advanced office duties including managing and coordinating calendars

for department, scheduling of meetings with accuracy and in a timely manner

• Data Entry/Management

Responsible for data entry and databases for department ensuring accuracy and integrity

of data entered; entering of client information into the appropriate system &

maintains databases

• Scanning /Copying /Filing

Responsible for scanning and copying of correspondence as requested to

support department; completes electronic filing of department and customer correspondence routinely

with accuracy and in a timely manner to reach agency deadlines; ensures files and records are complete with all required documentation

• Audits

Support system audits and generate compliance and participation reports for CEUs and board reporting.

• Reporting

Monitors, prepares & completes basic to intermediate reports and presentations in a timely manner to meet reporting requirements

• Project Management

Coordinates and manages intermediate level projects for department and

supports management in business activities; may perform special projects of a moderate

to advanced skill level

• Systems & Technical Support

Serve as primary administrative support for Relias (learning management system), GoSignMeUp (course registration system), and training-related website content; Maintain course offerings, user accounts, and reporting to ensure accuracy, compliance, and user accessibility; Provide technical assistance to staff, instructors, and learners navigating Relias, GoSignMeUp, Teams, and the agency training website; Support system audits and generate compliance and participation reports for CEUs and board reporting; Assist in developing and updating user guides, FAQs, and training materials for instructors and learners.

• Customer Service

Ensures client, customer and department needs are being met through providing positive

and excellent customer service; responsible for answering phones, greeting visitors

and managing front desk on a routine basis; able to engage outside vendors

• Other Duties as Assigned: to support the smooth functioning of the Training Department.

Required Knowledge, Skills and Abilities:

• Excellent written and verbal communication skills
• Strong customer service skills
• Strong computer skills; intermediate to advanced knowledge of complex formats and formulas, graphics, tables, computation, formatting and other applications in word processing and spreadsheets; Intermediate skills in website administration and use of cloud systems
• Adhere to acceptable professional/clinical boundaries and confidentiality
• Intermediate administrative clerical skills (e.g. general office duties, reception and record keeping)
• Learning contract specifications
• Excellent English and grammar composition
• General organizational and analytical skills
• Ability to multi-task
• Highly self-motivated and able to work proactively both independently and as a team