Administrative Support Specialist

Administrative Support Specialist

Schedule: Hybrid – Approximately 3 days onsite / 2 days remote
Education: High School Diploma or equivalent

Position Overview

We are seeking a highly organized and customer-focused Administrative Support Specialist to provide day-to-day administrative support for the district. This position requires strong communication, attention to detail, data entry, organization, and customer service skills. The ideal candidate will be comfortable managing multiple administrative responsibilities while maintaining accurate records and meeting established procedures.

Key Responsibilities

Customer Service & Communications

• Provide professional and responsive customer service to internal and external customers.
• Answer, screen, and route incoming district phone calls to the appropriate department or individual.
• Administer unit communications and routine correspondence.
• Process and distribute incoming and outgoing district mail.
• Monitor, receive, and distribute incoming fax correspondence.
• Maintain contact lists, distribution lists, and general correspondence directories.
• Communicate with external agencies as needed regarding routine district correspondence.

Records, Documents & Data Management

• Perform accurate data entry and maintain administrative records.
• File, scan, organize, and retrieve documents as needed.
• Review, compile, and electronically store documents in the appropriate folders.
• Rename and organize electronic files according to established naming conventions.
• Assist with moving and organizing files between Microsoft and Google platforms.
• Scan documents for various areas throughout the district.
• Review and verify the accuracy of unit forms and documents.
• Verify website links and information related to Property Tax materials.
• Develop, review, and maintain standard work procedures.

Inventory & Supply Management

• Maintain office supplies and monitor inventory levels.
• Maintain employee equipment inventory and related records.
• Maintain organized storage and documentation of supplies and equipment.

Qualifications & Skills

• High School Diploma or equivalent required.
• Excellent customer service and communication skills.
• Strong administrative and organizational abilities.
• Proficiency with data entry and maintaining accurate records.
• Ability to manage mail, correspondence, files, and documents efficiently.
• Strong attention to detail and accuracy.
• Ability to maintain inventory and track equipment and supplies.
• Comfortable working with electronic files and document management systems.
• Ability to learn and utilize Microsoft and Google platforms.
• Strong time-management skills and ability to prioritize multiple tasks.
• Ability to work independently while also supporting a team.
• Professional demeanor and dependable work ethic.