ADMINISTRATIVE SPECIALIST

Position Summary

The Administrative Specialist will function as the Lobby Receptionist. The Lobby Receptionist serves as the first point of contact for visitors, clients, and employees entering the building. This role is responsible for creating a welcoming and professional environment, managing front desk operations, and providing general administrative support to ensure smooth day-to-day facility operations.

 

This position requires on-site employment with no remote or hybrid options available.

 

Preferred Qualification

Excellent oral and written communication skills

Great attitude and ability to collaborate well with colleagues

Highly organized       

Experience with the Microsoft suite of products

 

Job Responsibilities and Expected Results

 

Front Desk Operations

1. Greet and direct visitors, clients, and employees in a professional and courteous manner.
2. Maintain visitor logs, issue visitor badges, and notify staff of guest arrivals.
3. Answer and route incoming phone calls using a multi-line phone system.
4. Monitor lobby cleanliness and coordinate with janitorial or facilities staff as needed.
5. Manage incoming/outgoing mail, deliveries, and courier services.

 

Security and Access Control

1. Enforce building access protocols and verify visitor credentials as required.
2. Liaise with building security to report incidents or request assistance when needed.

 

Administrative Support

1. Schedule and manage conference room bookings.
2. Maintain and order front office supplies (badges, forms, stationery).
3. Assist with employee onboarding tasks (e.g., issuing keycards, parking passes).
4. Support other departments with data entry, filing, or special administrative tasks.

 

Communication and Coordination

1. Provide accurate information regarding company services, office hours, and personnel.
2. Communicate maintenance or IT issues to appropriate departments.
3. Assist in coordinating office events, meetings, and emergency procedures

 

Position Information

Job Series: Administrative Support

Classification: Administrative Specialist – Career Path

Class Code: PAS03P

Pay Grade: SGS02

Salary Range: $35,610 - $52,703

Job Summary

The Administrative Specialist is a key administrative support role within a department, responsible for performing a variety of office duties to ensure efficient office operations and support for agency staff and programs. This position involves handling administrative tasks, coordinating schedules, managing documentation, and assisting with customer service. The Administrative Specialist will work closely with team members, supervisors, and the public to maintain smooth and effective office workflows.

Primary Responsibilities

Perform a variety of administrative functions, including answering phones, responding to emails, managing office supplies, and maintaining office equipment. Maintain and update office filing systems, both physical and electronic, ensuring that documents are properly organized and easily accessible. Draft and proofread internal and external communications, including memos, reports, and correspondence. Coordinate meetings, appointments, and conferences for agency staff and leadership. Manage calendars, ensuring that appointments, deadlines, and meetings are scheduled efficiently and with attention to priority. Prepare and distribute meeting agendas, take minutes, and track follow-up actions for meetings. Create, maintain, and update records, files, and databases, ensuring accuracy and compliance with agency and state policies. Provide helpful, professional, and timely responses to inquiries, referring questions to appropriate staff when necessary. Accurately input and maintain data in electronic systems, databases, and spreadsheets. Monitor and update records or databases to ensure that information is current and accurate. Ensure that supplies and materials are ordered and available to meet operational needs.

Knowledge and Skills

Ability to draft clear, concise, and professional correspondence. Ability to interact with the public, staff, and leadership in a professional and approachable manner. Ability to maintain organized records and files. Ability to assess situations, troubleshoot problems, and implement effective solutions in a timely manner. Ability to handle sensitive and confidential information with discretion and