The Administrative Specialist II is responsible for a wide variety of office support, conference room set-up, and excellent customer service. Tasks may include answering phones, data entry, drafting and editing documents such as letters, memos, and spreadsheets as well as scheduling and calendar management. This position serves as an integral part of the Administrative team and serves as a key role in supporting multiple work projects and programs within the Admin Services Division.
EXAMPLES OF DUTIES
Provide outstanding customer service while greeting guests, visitors, and vendors who visit the receptions desk; providing direction and instruction to both internal and external customers.
Provide administrative program support for multiple sections; compose, proofread and edit a variety of documents including: general correspondence, agendas, and reports; create spreadsheets; schedule meetings and secure locations; copy, file, mail, fax, and archive documents.
Answer and direct telephone calls, document and route calls appropriately; respond to general questions; provide accurate program information to internal and external customers.
Maintain and monitor Outlook calendars to coordinate conference rooms and a small pool of cars available for department use.
Order, track, and organize inventory and unit supplies. Coordinate pickups and deliveries the clentsections based out of the Chinook Building.
Responsible for purchasing, records entry and reconciliation of P-card transactions processed through Oracle iExpense.
Process mail by retrieving, opening, sorting, and attaching related documents for distribution.
Maintain and update various lists, records, and files using Access, Excel, and other databases assuring data is retrievable and properly archived.
Operate standard office equipment including personal computer, telephone, fax machine, label maker, printers and scanners. Responsible for coordinating maintenance of community office equipment and coordinating the removal of surplus items.
Location: Downtown Seattle
Duration: 2-3 months