Administrative Support Specialist

Administrative Specialist

The Administrative Specialist is the face of the agency, welcoming walk-in guests, answering of multi-line phone and directing those visitors or calls to the appropriate personnel. This position will also provide administrative support to the Director of Finance, Board of Directors, and Leadership team. The Administrative Specialist has responsibility for the development and confidential maintenance of agency records and filing systems, completes reports and projects as assigned, and is expected to exercise independent judgment related to administrative matters. This position requires a high attention to detail and confidentiality.

Responsibilities:

• Responsible for the front desk, supporting the needs of guests, staff, and the needs of our persons served.
• Ensure that lobbies and other public areas in the offices present an ordered and professional image of the Company.
• Ensure the adequacy of office equipment including budgeting & maintenance.
• Compile consumer data and statistical information and develop related reports.
• Organize and submit information for grants, licenses, certificates and accreditation materials in a timely fashion.
• Coordinate the development of agendas and activities for various meetings and functions as assigned.
• Update and accurately record minutes and other documentation from Board of Directors meetings, Leadership team meetings, or other assigned meetings are properly recorded and maintained in agency records in an organized fashion.
• Document and distribute follow up activities from various meetings.
• Coordinate the compilation and timely distribution of Board materials. Provide support and coordination for Board activities.
• Assume primary responsibility for the development, coordination and distribution of customer satisfaction surveys for the various customer bases and compile reports annually.
• Arrange, participate in and implement, as directed, special events and meetings, such as MMI's annual meeting, Employee Recognition Event and strategic planning sessions.
• Coordinate the scheduling of meetings and available conference rooms and of assigned agency equipment.
• Prioritize, log and distribute mail as assigned.