Position Description

Administrative Support Specialist
Location Madison
Job Category
# of openings 2
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As assigned, provide administrative and technical expertise necessary to provide confidential administrative support services to assure timely, accurate preparation of a wide variety of documents, administrative processes, and projects. Service is provided to any employee from any area of the Company who needs it and ranges from very basic to complex multipart tasks.

DUTIES AND RESPONSIBILITIES

  • Learns through extensive training how to provide timely, accurate administrative support for users across all Company departments that meets established quality and time standards. Support provided includes all aspects of administrative tasks such as keying, data entry, scanning, proofing, duplicating, distributing, documenting, and administering tasks. Tasks supported include internal/external correspondence, reports, corporate forms, meeting minutes, technical or statistical material, merge text applications, corporate intranet and website support, and data entry into databases. Information can be handwritten, edited copy, voice dictation, user-keyed, or electronic.
  • Learns through extensive training how to complete each task according to user's instructions and Company standards to include handling all work confidentially; proofreading and editing for correct spelling, grammar, and punctuation; applying proper format; reviewing content for message clarity; copying or coordinating copying with Office Services; distributing document if requested; and creating a records copy. Work is reviewed prior to being distributed or given to user. As the level of knowledge increases and competency is demonstrated, is able to accurately complete entry-level tasks on own without review.
  • Develops and maintains high level of proficiency and personal expertise on capabilities of specialized hardware and software using them in the most efficient, cost-effective manner to complete assigned tasks to meet needs of users. Examples of departmental software are word processing, spreadsheet, database, presentation, scanning, survey, and email.
  • Tests and documents work applications as assigned to include updating documentation as task is completed to keep procedures clear, current, and correct.
  • Sets up, coordinates, and administers certain projects as assigned including working with management to learn project handling skills, meeting and interacting with user to analyze project, selecting and using software best suited for project, working with and communicating status of project to management, and developing and maintaining documentation.
  • Performs routine duties when assigned such as handling fax machine, handling incoming phone calls to the general Administrative Support phone number, opening departmental mail, handling electronic reports, performing database entry, and preparing FedEx shipments.

QUALIFICATIONS

Education and Experience

  • Associate's degree in administration/information management or equivalent preferred.
  • Four or more years in an intermediate level administrative support role.

Knowledge and Skills

  • Strong computer skills with ability to use specialized software features and ability to adapt to unfamiliar systems with minimal introduction. Familiarity with html a plus.
  • Able to handle and keep all work confidential.
  • Able to accurately proofread work and apply current business English and grammar and punctuation rules.
  • Able to comprehend and follow instructions.
  • Able to learn quickly and to retain and apply information once learned.
  • Able to apply basic administrative skills to daily tasks.
  • Must be detail- and task-oriented and must also be able to multitask.
  • Professional demeanor is required.
  • Able to perform high-quality work often under stressful conditions due to tight deadlines and constantly changing job priorities and deadlines.
  • Able to accurately input information from a variety of sources into a variety of databases.
  • Able to work effectively and cooperatively individually and in a team environment.
  • Very good oral and written communication skills to successfully interact with management, users, coworkers, and external contacts.
  • Good human relations skills to establish and maintain an atmosphere of openness, trust, and support.
  • Able to be flexible and creative in design and development of documents.
  • Able to adapt quickly to change.

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