Administrative Specialist Job Description

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Administrative Specialist Job Description

Job descriptions
Administration and Office Support

Job summary 1

The Administrative Specialist provides high-level administrative support to a department or group of professionals. Applies knowledge and skills to resolve complex administrative problems independently or with others.

Duties & Responsibilities 1

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Requirements & Skills 1

High school education or equivalent with five years of administrative support experience of increasing variety, complexity, and demonstration of work leadership.
Two years of postsecondary education with three years of experience.
In-depth knowledge of department policies, procedures, and goals as well as administrative support in completing complex tasks.
Demonstrated an understanding of basic leadership approaches such as work scheduling, prioritizing, and coaching.
Demonstrated success applying the highest level of secretarial skills.
Demonstrated the ability to gain the confidence and cooperation of peers.
- Demonstrated editing and proofreading skills.
- Ability to juggle multiple tasks and meet demanding deadlines.
- Must be self direct and able to take initiative.

Job summary 2

We are looking for a highly motivated and qualified Administrative Specialist! The primary responsibility of this role is to provide accurate and timely handling of requests for payment research, customer overpayments, account maintenance, and thru billing. Reporting to the Administration Manager, the person in this role will support the Administration department's objective to provide impact on the business by investigating and resolving requests including noting and posting to accounts.

Duties & Responsibilities 2

Demonstrate the ability to work and adhere to scheduling with complete focus to ensure a Customer First mindset and work ethic
A feeling of fulfillment from getting work done with limited interaction with others (this role is perfect for introverts!)
Working with great pride as being part of a close-knit team, who treat each other with respect and professionalism- is key to your success!
Researching financial transactions in multiple systems and performing required financial transactions on assigned work accurately.
- Researching and performing actions to verify the information before posting requests
- Processing and researching checks received on all accounts including notification of proper departments, such as Paid in Full payments.
- Identifying and verifying plate information for violations and parking tickets.

Requirements & Skills 2

Knowledge of accounting principles including debit and credit functions.
Ability to balance and reconcile financial transactions.
Ability to discern the differences between a financial transaction and a non-financial transaction.
Thorough understanding of interconnected relationships between financial transactions and how they relate to other systems, i.e.,
- Thorough ability to follow published standard operating procedures as well as interpret instructions and notes from customers and associates on what the intent was of a financial transaction.
- Ability to be at work on time, to return from breaks and lunch periods on time, and to leave the work area after the end of their scheduled workday.
- Ability to effectively communicate both verbally and in written form with multiple departments

Job summary 3

Under guidance, an Administrative Specialist provides a wide range of administrative and secretarial support to senior staff within the department.

Duties & Responsibilities 3

Requirements & Skills 3

High School Diploma in a related field
Bachelor's degree is preferred
- Approximately 2 years of related experience providing secretarial support to senior leadership
- Excellent computer skills including good working knowledge of MS office. Ability to learn new computer software and applications
- Ability to communicate instructions and observations effectively verbally and in writing

Job summary 4

This Administrative Specialist position will answer phones, file, handle special projects, provide direct services for customers, and perform other administrative duties as needed.

Duties & Responsibilities 4

Requirements & Skills 4

Six months experience in coordinating office activities such as planning/coordinating meetings or conferences; tracking workflow and follow-up; composing meeting notes; directing clients/customers; explaining services to the public and customers/clients; establishing or maintaining filing/record systems.
- Six months experience in document processing which includes reviewing and evaluating records for completeness and conformity with laws, rules, regulations, standards, policies, and procedures, resolving deficiencies, interpreting information, and tracking and monitoring activities.
- Six months of experience in using standard computer software programs for word processing, spreadsheets, or databases.
- Six months of experience in using an automated information system to enter, update, modify, delete, retrieve/inquire and report on data.

Job summary 5

We are seeking an Administrative Specialist to support our leaders. The ideal candidate sees change as an opportunity and has created to see obstacles from many different angles. Candidates must have solid computer savvy to work with Excel, PowerPoint, and all other Microsoft Suite programs.

Duties & Responsibilities 5

Performs a variety of advanced administrative and support services.
Handles moderately complex issues and problems and refers more complex issues to higher-level staff.
Possesses solid working knowledge of the subject matter.
Answers inquiries and obtains information for the general public, customers, visitors, and staff in an expedient, professional, and courteous manner. Also, interacts with leaders, employees, management, physicians, and the public.
Anticipates the needs of an area or program to ensure smooth and efficient operation.
Performs word processing functions and other data entry in a variety of computer programs (e.g., meeting minutes, correspondence, spreadsheets, forms, reports, flyers, and other materials).
- Maintains calendars, schedules appointments, and meetings, makes travel arrangements, sorts and routes incoming mail, orders office supplies, and copies/faxes documents as required.
- Prepares and maintains departmental information, including timesheets, expense reports, invoice payments, web information, and check requests.
- Performs other duties and responsibilities as assigned.

Requirements & Skills 5

Education: High school diploma or equivalent.
Experience: 2 years relevant experience.

Job summary 6

The Administrative Specialist exists to provide direct administrative support to the School Director, faculty, and students.

Duties & Responsibilities 6

Provides administrative support: Answers phones and routes calls handles mail distribution and email correspondence, greets visitors, and monitors social media accounts as needed. Performs other tasks and projects as assigned by the Director.
Provides budget and inventory audit: Maintains and reconciles school budgets and monitors spending deadlines. Conducts inventory audits regularly, assists in state-mandated audits, and orders course and office supplies. Processes necessary forms for school maintenance, supply purchases, travel requests/reimbursements, and awards through the University and Foundation.
Provides management support: Enters course schedules, helps with classroom allocations process, orders course textbooks, and helps with student scheduling needs.
- Provides academic support: Corresponds with prospective students, prepares and processes necessary student forms, and works with faculty, staff, students, and the university community. Supports recruitment and retention efforts (including events) at the school and college levels.
- May supervise graduate assistants student employees and student interns.
- Performs other duties as assigned.

Requirements & Skills 6

High school diploma or general education degree (GED)
One year of related experience and/or training or equivalent combination of education and experience
Excellent communication skills
Familiarity with relevant technology, software, and applications (with an emphasis on Excel and 360 tools)
- Proficiency with office management technology, software, and applications
- Effective written communications skills, including the ability to write routine reports and correspondence using Microsoft Office and 360 tools
- Effective interpersonal and organizational skills, and a willingness to take initiative and be a creative problem-solver.

Job summary 7

The Administrative Specialist reflects the mission, vision, and values of the Company. The Administrative Specialist is responsible for managing the increased flow of daily patients, greeting and directing patients, completing Epic scheduling and check-in processes, and updating census documents and caseload reports. This position also provides physician support and auditing and tracking reports for management.

Duties & Responsibilities 7

Serves as the first point of contact and triages all incoming calls.
Demonstrates the ability to be flexible, adaptive to change, and handle stressful situations in a mature, professional manner.
Protects behavioral patient privacy at all times, verbally and physically, by checking for the release of information before confirming a patient’s presence, securing workstation and paper records, and using patient first names only.
Adheres to answer time metrics to ensure calls are being answered promptly.
Able to handle a high volume of incoming and simultaneous calls.
Greets all intake patients appropriately, processes intake paperwork efficiently, and routinely keeps patients informed regarding expected appointment delays through patient rounding.
- Updates Intake appointment schedule (Protocol) by collaboration with the Intake department to maintain the integrity of the schedule to support departmental efficiency.
- Works closely with Intake and support staff to communicate cancellations and changes.
- Registers patients efficiently and accurately within Epic.

Requirements & Skills 7

High school diploma or equivalent
Minimum of 3 years experience in an office or customer service experience in a health care setting
Basic knowledge of medical terminology
- Previous experience working in a behavioral health treatment environment
- Proficient in Microsoft office applications
- Excellent communication skills, ability to prioritize workflow continuously and multitask efficiently

Job summary 8

An Administrative Specialist performs the duties of an Administrative Associate but with some authority to step outside the confines of established procedures. They are also considered subject matter authority in the administrative area of the department/clinic.

Duties & Responsibilities 8

Assisting in developing budgets, monitoring expenditures, and reconciling financial statements. Investigating discrepancies and processing corrective actions.
Coordinating and completing special projects independently or in cooperation with other groups as assigned.
Determines administrative needs and makes arrangements for conferences, meetings, seminars, or other related activities.
Extracting and compiling data from written sources, individuals, and/or databases and providing interpretation.
- Managing departmental information systems.
- Preparing complex databases, reports, charts, graphs, and spreadsheets at designated intervals as requested. Composing formal correspondence and documents for internal or external circulation.
- Serving as point person for all complex customer service and administrative issues. Interpreting and communicating policies/procedures to other parties based on knowledge of the organization and departmental guidelines. Routinely providing guidance and direction to lower-level staff. Assists with screening applications and conducting initial interviews of entry-level staff as needed. Investigate patient and provider complaints and provide reports with root causes and service recovery.

Requirements & Skills 8

High School diploma or GED
- Two (2) years of clerical or administrative experience
- If Bachelor's degree, no years of clerical or administrative experience
- If Associate's degree, one (1) year of clerical or administrative experience

Job summary 9

We are seeking to hire a full-time Administrative Specialist to join the team.

Duties & Responsibilities 9

Scheduling, registering, processing, and coordinating patient referrals
Insurance verification and authorization
- Prepare training materials such as manuals, charts, educational materials, pamphlets, or other visual aids
- Assist with grant and development submissions
- Other administrative duties as assigned

Requirements & Skills 9

Excellent written, verbal, and interpersonal communication skills in both English and Spanish
Experience in implementing new programs/services
Skill using Microsoft Office software
Ability to create and maintain a research database
Basic research skills
- Adequate skill in analyzing information, problems, procedures, and situations, on a meta-level to define problems or objectives, identify relevant concerns/factors, and identify patterns
- Excellent organizational skills to prioritize multiple projects to meet deadlines
- Ability to learn institutional policy and procedures to serve patients

Job summary 10

The Administrative Specialist is responsible for welcoming and greeting all guests or visitors in person or over the phone, assisting them in a timely, professional manner. The position will manage recruitment through onboarding for all staff. The Administrative Specialist will assist with business office functions in the areas of accounts payable and receivable. This position will assist with payroll.

Duties & Responsibilities 10

Requirements & Skills 10

Required to have excellent customer service skills both on the phone and in person.
- Required to have excellent organizational skills with strong attention to detail.
- Must be a high school graduate with at least a two-year degree in the field of business management including accounting, payroll, and human resources.
- Required to have the ability to read, write and speak English, and complete and pass a state-required background study form which checks for certain criminal convictions or serious/recurring maltreatment.

Frequently asked questions

What is the job description of a administrative specialist?

An Administrative Specialist performs a variety of administrative and clerical tasks to ensure an office operates smoothly. They provide support to a department or individual managers, enabling them to focus on their primary responsibilities.

Here's a general job description for an Administrative Specialist:

Office Coordination: Oversee and streamline administrative procedures and policies, and manage office operations. This can include everything from managing filing systems to ordering office supplies.

Scheduling and Coordination: Manage calendars, organize meetings, and schedule appointments for managers or other office staff. They may also arrange travel itineraries and make reservations.

Communication: Serve as a point of contact for the department or office, which may include answering phone calls, taking messages, responding to emails, and greeting visitors.

Documentation: Prepare documents such as memos, reports, and other correspondence. This might involve typing, formatting, proofreading, and sometimes writing content.

Data Management: Enter, update, and retrieve information from databases or filing systems. They may also compile data and prepare reports.

Support for Special Projects: Assist with special projects or events, such as coordinating a company event, assisting with a major initiative, or supporting a departmental project.

Financial Tasks: Assist with budget preparation, expense tracking, and invoice processing. Some Administrative Specialists may also be involved in basic bookkeeping.

Confidentiality: Handle sensitive information in a confidential manner.

The exact duties of an Administrative Specialist can vary depending on the organization and the department they're working in. However, these are some typical tasks associated with the role. This job requires strong organizational skills, the ability to multi-task, attention to detail, and excellent communication skills. Depending on the position, proficiency in specific software applications (like Microsoft Office Suite or Google Workspace) may also be required.

What are the 5 most important skills and qualities of a administrative specialist?

An Administrative Specialist plays a crucial role in ensuring smooth office operations. Here are five important skills and qualities that someone in this position should ideally possess:

Organizational Skills: This is perhaps the most essential skill, as Administrative Specialists handle a wide range of tasks simultaneously. They need to manage calendars, files, projects, and sometimes people. The ability to stay organized ensures that nothing slips through the cracks.

Communication Skills: They are often the first point of contact within their organization, interacting with clients, suppliers, and employees. Thus, they need to communicate clearly, professionally, and effectively, both orally and in writing.

Attention to Detail: Whether it's entering data, scheduling appointments, or preparing reports, accuracy is vital. Mistakes can lead to confusion, miscommunication, or delays, so a keen eye for detail is crucial.

Problem-Solving Skills: Administrative Specialists are often called upon to solve problems, which can range from a broken printer to a scheduling conflict. The ability to think critically, assess situations, and find effective solutions is very beneficial.

Technological Proficiency: In today's digital age, proficiency with office technology is essential. This includes familiarity with word processing software, spreadsheets, databases, email, calendar applications, and potentially specific software relevant to the industry or role.

Additional qualities that are often appreciated in this role include:

Adaptability: The ability to adapt to new situations and changes, as duties can vary from day to day.
Confidentiality: They often handle sensitive information and should be trustworthy and capable of maintaining confidentiality.
Interpersonal Skills: They frequently interact with people from different departments and levels of the organization, so being able to relate well with others is important.
Time Management Skills: Balancing multiple tasks efficiently and meeting deadlines is a key part of the job.
Proactive Attitude: Taking the initiative to identify tasks that need to be done or problems that need to be solved is a highly valued trait.
By developing and maintaining these skills and qualities, an Administrative Specialist can effectively support their organization and potentially advance in their career.

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