Office Support Specialist

POSITION SUMMARY:

The Office Support Specialist provides comprehensive administrative, front desk, and project coordination support to ensure the efficient operation of the office and the successful execution of organizational initiatives. This position supports staff with tasks, coordinates administrative functions, prepares financial and operational documentation, and organizational support while maintaining confidentiality, professionalism, and exceptional participant service.

KEY RESPONSIBILITIES:

· Provide direct assistance and/or back-up support to other staff for a variety of administrative tasks ranging from transcription, composing notes/documents/emails, preparing written communications and materials, and providing other miscellaneous types of assistance as needed.

· Prepare check requests, payment requests, purchase requisitions, reimbursement requests, travel authorizations, expense reports, and other financial and administrative documents in accordance with established policies and procedures.

· Maintain confidential electronic and paper filing systems, databases, records, and tracking systems to ensure accurate recordkeeping and timely retrieval of information.

· Greet visitors, answer and direct incoming telephone calls, respond to inquiries, and maintain a professional and service-excellence reception area.

· Screen calls, visitors, and correspondence, prioritizing matters requiring immediate attention.

· Perform general front desk and administrative duties, including copying, scanning, filing, data entry, records management, document preparation, and responding to routine inquiries.

· Maintain confidentiality of participant, employee, and organizational information while ensuring compliance with HIPAA and agency policies.

OTHER RESPONSIBILITIES:

· Participates in staff meetings, staff training, and development activities

· Prepares and maintains a reference manual for assigned position.

· Performs other duties as assigned.