Job Description
Our client is seeking a dedicated and detail-oriented Administrative Specialist to help their team. This role is essential in supporting daily operations and ensuring the smooth functioning of their office environment. The ideal candidate will possess strong organizational skills, be proficient in various administrative tasks, and have a customer-focused mindset.
Essential Functions:
Provide responsible and highly complex administrative work with a significant degree of independent accountability in support of a department's functions and processes; plan, organize, and coordinate activities to assist department managers.
Communicate with various groups to provide detailed information of department and program policies and procedures; receive calls and tactfully handle inquiries regarding department functions and responsibilities; research and respond to requests; organize and assist with activities, special projects, meetings, Commissions, Committees, and workshops.
Schedule, attend, and operate a variety of meetings; prepare and compile agenda packets; take and prepare minutes; present or disseminate information as appropriate; manage and coordinate special events; maintain multiple calendars.
Plan, design, create, and edit a variety of documents, including detailed and often confidential correspondence, letters, forms, logs, spreadsheets, presentations, agendas, reports, memoranda, procedural manuals, draft regulations, statistical charts, memos, lists, forms, schedules, flyers, and event materials.
Create, develop, maintain, and update specialized and custom forms, databases, logs, files, records, and reports to support technical work processes in areas of assigned responsibility; design, develop, and maintain spreadsheets requiring data interpretation and manipulation.
Receive timecards and other personnel information; review information for accuracy and completeness; process payroll; maintain confidentiality.
Create and manage website content; independently compose communication related to assigned responsibilities.
Provide front counter assistance including providing information; respond to and resolve sensitive complaints and requests for information on regulations, procedures, systems, and precedents relating to assigned responsibilities.
Research and compile data for specialized reports and special projects; ensure data accuracy; compile and prepare reports.
Organize and maintain accurate and detailed databases, files, and records; verify accuracy of the information and research discrepancies; ensure compliance with established records retention schedules.
Maintain and order office supplies; research and recommend new vendors, products, and software.
Provide support and work with department staff to prepare project and technical specifications and scopes of work as well as project cost and time estimates; create, manage, and update contracts and request for proposals (RFP’s); ensure compliance with procurement procedures, verify that contractors meet requirements, and prepare staff reports with recommendations.
Manage and prepare contracts; ensure compliance with procurement procedures; maintain, develop, and implement department filing systems and records; modify systems as appropriate.
Manage, direct, audit, and maintain records and electronic systems; input and retrieve data and text; run and analyze complex reports; organize and maintain office storage and filing.
Research, summarize, and interpret data from various sources and prepares a variety of reports according to established procedures and practices; submit reports to various local, state, and federal regulatory agencies.
Perform technical accounting and financial support work such as monitoring budgets and accounts, maintaining petty cash, and processing purchase orders, payment vouchers, check requests, and invoices.
Assist management in performing and conducting studies and special projects; collect and compile data; prepare draft reports; make recommendations for changes in departmental administrative procedures, policies, and programs.
Responsible for grant writing; create, review, and research grants in compliance with federal, state, and other funding agencies and accounting and reporting requirement, as applicable laws, regulations, and statutes.
Experience:
Previous experience as an Administrative Assistant or in a similar role is preferred.
Strong organizational skills with the ability to prioritize tasks effectively.
Proficiency in computer systems and software applications relevant to administrative functions.
Excellent time management skills to meet deadlines in a fast-paced environment.
Proficiency in Microsoft Word, Powerpoint, and Outlook required.
Proper Solutions is a 100% woman-owned, local staffing company serving the Palm Springs area since 2001. We specialize in Accounting, Administrative and Professional opportunities. Never a fee to Candidates!
Proper Solutions is a 100% woman-owned, local staffing company serving the Palm Springs area since 2001. We specialize in Accounting, Administrative and Professional opportunities. Never a fee to Candidates!
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