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Administrative Support Professional

- Contract   Administrative Support Professional

6 Month Contract
This employee serves as a valuable member of the team, providing needed support to ensure smooth day-to-day operations and reporting.  Employee must be able to demonstrate flexibility and adaptability to change and improvement of processes.  This employee and the work tasks completed play a critical role in ensuring accountability, require that this employee be dynamic, and demonstrate autonomy and accountability.  This employee must be familiar with the goals and objectives of the program supported and consistently carry through with established program practices with minimal daily instruction. Administrative support employees are strong communicators with excellent time management and organizational skills and the ability to make decisions with minimal supervision.
Essential Functions
Responsibilities and Duties
The Administrative Support Professional is responsible for (though not limited to):
  • Organizational Support – Provides comprehensive support to assigned individuals and the organization as a whole, by being detail-oriented and resourceful in completing projects as assigned.  Incumbent will be able to multi-task effectively and utilize organizational knowledge to ensure that projects are being completed in a manner consistent with established objectives.
  • Data Management – Thoroughly and accurately, enter and maintain data in all applicable systems and/or databases as per established practices, processes, and protocols.  It is essential that all record keeping and data sharing be timely and well documented to ensure that all information based upon this data supports the organizational needs for daily operations and reporting requirements.  Need a good understanding of programs like Microsoft Excel
  • Communications and Customer Service - Demonstrates courteous, cooperative and collaborative behavior in all interactions with internal and external customers.  Presents a positive image and represents the organization in a professional manner during all communications.  Incumbent should have excellent communicators with strong interpersonal and organizational skills and the ability to manage their time efficiently.

Knowledge, Skills and Abilities
  • A demonstrated knowledge of department program practices/processes and ability to apply knowledge to resolve problems/inquiries, to process information and complete assigned tasks. 
  • This position requires exceptional interpersonal skills, highly effective communication ability, and the propensity to make prompt independent decisions based upon relevant facts and established processes. 
  • Problem-solving, negotiation and conflict resolution skills are essential to balance the needs of both internal and external customers.
  • The employee must be detail oriented, able to independently organize multiple tasks and priorities, and to effectively manage workload under pressure of deadlines.  
  • The ideal candidate should have excellent oral and written communication skills and be able to organize their work using tools, like MS Excel and office equipment, and be proficient in Microsoft Office products (such as Word, Excel, Outlook, etc) is required.
  • Proven experience as an administrative assistant, virtual assistant or office admin assistant.
  • Knowledge of office management systems and procedures
  • Working knowledge of office equipment, like printers and fax machines
  • Proficiency in MS Office (MS Excel and MS PowerPoint, in particular)
  • Excellent time management skills and the ability to prioritize work
  • Attention to detail and problem-solving skills
  • Excellent written and verbal communication skills
  • Strong organizational skills with the ability to multi-task
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Education and Work Experience
High school diploma or equivalent; Business Associates or related field is preferred. . Additionally, the incumbent must possess a minimum of two years experience performing administrative duties in an office setting. Position requires basic knowledge and proficiency in Microsoft Office products (such as Word, Excel, Outlook, PowerPoint, SharePoint, etc.).
  • Possess a minimum of two years experience performing administrative duties in an office setting. 
  • Experience may be substituted for education on a case-by-case basis and only during exceptional circumstances.
  • Position requires intermediate knowledge and proficiency in Microsoft Office products (such as Word, Excel, Outlook, PowerPoint, etc.)