Job Description

Position Summary:

The Office Support Specialist will provide high-level administrative, clerical, and operational support to the [Department/Unit], ensuring timely, accurate, and professional coordination of office activities. The incumbent plays a key role in maintaining workflow, supporting staff, managing documentation, and facilitating internal and external communications. This position requires exceptional organizational skills, attention to detail, confidentiality, and customer service.

Duties and Responsibilities:

• Administrative Support:
• Maintain departmental records, files, and logs in accordance with privacy/confidentiality regulations.
• Draft, format, and distribute correspondence, reports, meeting agendas, and meeting minutes.
• Maintain calendars for department heads and coordinate scheduling of meetings and events.
• Clerical Operations:
• Answer, screen, and route incoming calls; greet and direct visitors.
• Open, sort, and distribute incoming mail and prepare outgoing mail and packages.
• Operate standard office equipment (copiers, fax machines, scanners, etc.).
• Maintain and update databases and spreadsheets with accurate information.
• Communication and Coordination:
• Act as liaison between the department and other units, departments, or external partners.
• Assist with coordination of special projects and departmental initiatives.
• Prepare and maintain informational materials and notices for public posting or staff use.
• Respond to email inquiries and follow up on outstanding requests as needed.
• Data and Document Management:
• Assist in compiling data for reports and surveys.
• Maintain accurate records related to attendance, meetings, compliance, and reports.
• Perform data entry into designated systems such as HR, timekeeping, or incident logs.

Qualifications:

• Strong proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Ability to handle confidential information with discretion.
• Excellent written and verbal communication skills.
• Strong time management and ability to multitask in a fast-paced environment.
• Knowledge of office practices and procedures.
• Experience with databases, document management systems, and timekeeping software preferred.

Work Schedule:

• Full-Time, 8:00AM-4:30PM, Monday–Friday.

Work Conditions:

• Primarily sedentary office work with some walking, standing, and light lifting of materials under 25 lbs.

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