Administrative Specialist

Description

The Administrative Specialist provides comprehensive administrative support to the management team of the Litigation Technology Department. This role is essential to ensuring the smooth day-to-day operations of the department and is responsible for maintaining accurate reporting systems, managing expenses, and supporting key projects. The ideal candidate will be highly organized, detail-oriented, and possess excellent communication and time-management skills.

In addition to handling administrative and data-tracking tasks, the Administrative Specialist will coordinate complex travel arrangements and assist with employee onboarding and credentialing. This is a dynamic role with opportunities to take initiative and contribute to departmental efficiencies.

ESSENTIAL JOB RESPONSIBILITIES:

• Create and maintain spreadsheets and tracking systems for administrative operations and project workflows.
• Collect, analyze, and compile data for monthly reports and statistical summaries.
• Review employee timecards for accuracy prior to payroll submission.
• Support onboarding and offboarding processes for departmental staff.
• Coordinate acquisition and renewal of department notary commissions and professional certifications.
• Maintain organized archives of electronic policies, personnel records, and departmental files.
• Arrange and manage travel logistics for individuals and groups, including flights, hotels, rental cars, and package deals—ensuring cost-efficiency and adherence to cancellation policies.
• Track department expenses and assist with budget management.
• Develop simple data visualizations using tools such as Canva, Visio, or other visualization platforms. 
• Perform additional administrative tasks and special projects as assigned.

COMPENSATION RANGE:

• $22.00 - $24.00 per hour, commensurate with experience
• This position is eligible for overtime.

Requirements

• Proficiency in Microsoft Office Suite (2010 and newer), particularly Excel, Word, and Outlook.
• Strong written and verbal communication skills.
• Exceptional attention to detail and accuracy.
• Highly organized and capable of managing multiple tasks and deadlines simultaneously.
• Ability to work independently in a fast-paced and confidential environment.
• Demonstrated sense of urgency, with the ability to prioritize effectively.
• Previous experience managing budgets and processing expense reports is a plus.
• Familiarity with data visualization tools such as Canva or Microsoft Visio is desirable.

EOE M/F/D/V