administrative assistant i

State of Oklahoma

<div><p><b>Job Posting Title
</b></p>Administrative Assistant I
<p></p><p><b>Agency
</b></p>131 DEPARTMENT OF CORRECTIONS
<p></p><p><b>Supervisory Organization
</b></p>DOC P&amp;P Region II
<p></p><p><b>Job Posting End Date
</b></p><p>Refer to the date listed at the top of this posting, if available. Continuous if date is blank.
</p><p>Note: Applications will be accepted until 11:59 PM on the day prior to the posting end date above.
</p><p></p><p><b>Estimated Appointment End Date (Continuous if Blank)
</b></p><p></p><p><b>Full/Part-Time
</b></p>Full time
<p></p><p><b>Job Type
</b></p>Regular
<p></p><p><b>Compensation
</b></p>$38,328.16
<p></p><p><b>Job Description
</b></p><div><div><div><div><p><b>Basic Purpose
</b></p><p>Positions in this job family are assigned responsibilities for providing administrative support to program areas and support functions or serve as an assistant to or provide administrative support to an administrator or an official. This may include responsibility for the administration of an agency program providing services to agency customers, maintaining various records, preparing correspondence, presentations, reports, or other materials; or performing or overseeing administrative operational functions such as bookkeeping or accounting, human resources, purchasing, contracts, or similar tasks.
</p><p></p><p><b>Typical Functions
</b></p><ul><li>Participates in projects as team member or team leader.
</li><li>Develops and implements special procedures.
</li><li>Initiates correspondence requiring knowledge of agency or program procedures and policies.
</li><li>Develops and maintains confidential or complex files.
</li><li>Interprets and advises internal and external customers on departmental or program rules, regulations, and laws.
</li><li>Administers, prepares, or oversees administrative operational functions, such as preparing invoices and payments of claims, requisitions, purchase orders, bookkeeping or accounting, and other fiscal duties.
</li><li>Represents agency, supervising official, or program area at meetings, conferences, or civic organizations.
</li><li>Coordinates activities with internal and external customers.
</li><li>Establishes educational and/or training programs.
</li><li>Interviews callers, arranges appointments, and performs other office tasks and duties.
</li><li>Utilizes advanced technological equipment and data processing equipment to provide requested information to internal and external customers; reviews coded and uncoded source documents; edits documents and reports; examines and verifies reports and other documents for completeness, appropriateness, adequacy, and conformity to established requirements, and resolves discrepancies and refers complex discrepancies to appropriate staff.
</li><li>Trains or mentors other staff.
</li><li>Supervises subordinate staff. This includes supervising an administrative, clerical or technical clerical unit or staff responsible for performing a variety of duties.
</li></ul><p></p><p><b>Level Descriptor
</b></p><p>At this level employees are assigned routine duties and responsibilities. Employees will coordinate internal and external activities of the organization or program, respond to routine inquiries in both written and oral form, perform routine fiscal duties, and complete routine customer service requests from internal and external customers.
</p><p></p><p><b>Knowledge, Skills, Abilities and Competencies
</b></p><p>Knowledge, Skills, and Abilities required at this level include knowledge of spelling, punctuation, and business English; business mathematics; of modern office methods and procedures; the maintenance of complex records; and the major policies and procedures governing assigned programs.
</p><p></p><p>Ability is required to establish and maintain effective working relationships with others; perform confidential work and maintain confidentiality; interpret and complete routine matters according to agency policies and procedures; and follow oral and written instructions.
</p><p></p><p><b>Education and Experience
</b></p><p>Education and Experience requirements at this level consist of a bachelor&rsquo;s degree or four years of technical clerical, administrative, secretarial, or general office work; or an equivalent combination of education and experience.
</p><p></p><p><b>Special Requirements
</b></p><p>Some agencies may require frequent job-related travel for certain positions.
</p><p></p><p>Some agencies may require typing or keyboarding at a rate of 50 words per minute from printed copy.
</p><p></p><p>Some agencies may require a specific bachelor&rsquo;s degree or college hours.
</p></div></div></div></div><p></p><div><p>Some agencies may prefer a candidate with a specific bachelor&rsquo;s degree or college hours.
</p><p></p><h1 class="jobSectionHeader"><b>Additional Job Description
</b></h1><p>Probation and Parole Region II/Oklahoma City
</p></div><p></p><p><b>Equal Opportunity Employment
</b></p><p>The State of Oklahoma is an equal opportunity employer and does not discriminate on the basis of genetic information, race, religion, color, sex, age, national origin, or disability.
</p><p></p><p>Current active State of Oklahoma employees must apply for open positions internally through the Workday Jobs Hub .
</p><p>If you are needing any extra assistance or have any questions relating to a job you have applied for, please click the link below and find the agency for which you applied for additional information:
</p><p></p><p>Agency Contact</p></div>

Administrative Assistant I

City of Westminster, CO

<div></div><div><div><div><p><b>CITY EQUITY STATEMENT</b><br>
<i>The City of Westminster welcomes diverse candidates from the broadest base possible. Our goal is to find the best candidate for the job&mdash;someone who belongs, not just fits. We value life and professional experiences, recognizing equivalent combinations of knowledge skills and education.</i><br>
<br>
<i>Aligned with our city SPIRIT values, the successful candidate will have a passion and commitment to serving a diverse population of residents and must respect and uphold the principles of justice, equity, diversity, inclusion and belonging.</i><br>
<br>
<i>We encourage you to think broadly about your background and skill set for this role, even if you believe you have a less traditional background than described we invite you to apply.</i></p>
</div>
</div><div><div><h2 class="jobSectionHeader"><b>POSITION PURPOSE / IMPORTANT APPLICATION INFORMATION</b></h2></div>
<div><p>The Administrative Assistant I/II is an administrative support position involving moderately complex work problems and situations for a department and/or division. This position requires a high level of customer service skills, interacting with the public and other employees to achieve the essential functions of the job. This position requires strong, professional communication skills, financial/budget acumen, office support abilities, and comfort with regular use of office technology and software. Each department and/or division may require additional specific skills and abilities based on the assigned workgroup and its operations.<br>
<br>
Administrative Assistant I:<br>
The Administrative Assistant I is an intermediate-level class in the administrative support series responsible for a variety of routine to semi-complex clerical/administrative and staff support work. Incumbents have knowledge of standard administrative practices and procedures with some related experience in a similar position.<br>
<br>
Administrative Assistant II:<br>
The Administrative Assistant II is an advanced-level class in the administrative support series, responsible for a wide variety of semi-complex to complex clerical/administrative and staff support work. Incumbents are able to complete tasks and projects with technical/functional latitude and minimal oversight. They have directly related experience for the position and are competent in all aspects of routine administrative support.<br>
<br>
The full salary range for this position is stated above. The starting range of pay is dependent on qualifications and experience of each individual candidate. The City of Westminster has a Multilingual Stipend Program to encourage and reward benefited employees who are conversationally fluent in languages other than English. Benefited employees have the opportunity to test their language proficiency skills and qualify for a bi-weekly stipend that will vary based on the employee&rsquo;s level of proficiency and usage.</p></div><br>
<div><h2 class="jobSectionHeader"><b>ORGANIZATIONAL COMPETENCIES AND CULTURAL VALUES/GENERAL COMPETENCIES</b></h2></div>
<div><p>The City's work culture encourages passionate, positive and enthusiastic employees who, along with our City Council and City Manager, are strong supporters of our mission: The City of Westminster provides high-quality core services and fosters resilience in order to promote a safe and thriving community. Westminster is a city of beautiful, safe, well-maintained neighborhoods and destinations with a vibrant, diverse economy, rich and resilient environment and a strong sense of community belonging. Our core values are embodied in our SPIRIT (Service &ndash; People &ndash; Integrity &ndash; Respect &ndash; Innovation &ndash; Teamwork).<br>
<br>
This position supports the City Attorney&rsquo;s Office, which endeavors to provide the highest level of professional legal advice and representation, in an efficient and economical manner, to serve the City Council, City management, and City staff.<br>
<br>
<b>Every employee is accountable to:</b></p><br>
<ul><li>
Demonstrate a high level of customer service; encourage others to focus on the customer; foster an environment where customer service is a priority</li><li>
Communicate with customers to ensure that, where possible, they are satisfied and their needs are being addressed; solicit and evaluate customer feedback</li><li>
Act as an ambassador by understanding and fostering the organization's mission and vision</li><li>
Exhibit pride in self, the department, the city, and the community; conduct self in a professional manner</li><li>
Demonstrate integrity and build trust through credibility, reliability, commitment, loyalty, and ethical behavior</li><li>
Address difficult or contentious issues in a constructive manner</li><li>
Support/promote positive change, and demonstrate flexibility</li><li>
Participate in personal growth opportunities, and attend trainings designed to enhance capacity to bring new skills and ideas to the job and the organization</li><li>
Work to continuously improve the efficiency and effectiveness of the service or product being delivered</li><li>
Demonstrate support for team efforts by accepting new roles and responsibilities, and helping others achieve objectives</li><li>
Value diversity; demonstrate an awareness of differences; demonstrate sensitivity; and adapt behaviors and communication to accommodate these differences</li></ul><br>
<b>
GENERAL COMPETENCIES</b><br>
<b>Citywide</b><b> - Every employee in this position is accountable to:</b><br>
<ul><li>
Establish effective interpersonal relationships through honest, open communication and follow-through on commitments</li><li>
Recognize personal strengths and weaknesses, and target areas for personal self-development</li><li>
Demonstrate initiative in performing job tasks and an ability to work independently</li><li>
Exhibit problem-solving skills leading to sound judgment and quality decisions</li><li>
Achieve goals, and handle assigned workload and new assignments effectively</li><li>
Communicate effectively with individuals and groups using clear and concise verbal and written communications</li><li>
Demonstrate accountability for work, and take ownership in job performance</li><li>
Demonstrate concern for the accuracy and quality of work; take steps to correct mistakes and improve the overall product</li></ul><b>
Job Specific</b><b> &ndash; Every employee in this position must be able to:</b><br>
<ul><li>
Demonstrate knowledge of current office practices, procedures, equipment, business English, spelling, and mathematical computations and tabulations</li><li>
Consistently provide exceptional customer service to coworkers and external customers in a wide variety of settings including in-person, email, and phone</li><li>
Operate a personal computer and be competent learning and using current computer software applications including word processing, email, financial management, document routing, etc. (examples include: Microsoft Office Suite, Adobe Acrobat Pro, Outlook, JD Edwards, DocuSign, Laserfiche, and department-specific software programs); must be able to type 40 wpm with accuracy</li><li>
Exhibit strong organizational skills and attention to detail</li><li>
Make decisions and problem-solve in accordance with precedents and regulations and to apply these to work situations</li><li>
Understand and follow moderately complex oral and written instructions; read and interpret documents such as operating and maintenance instructions and procedure manuals</li><li>
Exercise discretion handling and maintaining confidential matters</li><li>
Establish and maintain positive, effective relationships with other employees, customers, external agencies, and the public; effectively and professionally handle conflicts that arise</li><li>
Remain calm under time-sensitive pressure situations; adjust rapidly to reprioritized work schedule and duties</li></ul></div><br>
<p></p>
<div><h2 class="jobSectionHeader"><b>JOB SPECIFIC FUNCTIONS</b></h2></div>
<div><p><b>Essential Job Functions, Duties, Responsibilities, and Tasks</b></p><br>
<ul><li>
Provides high level customer service to assigned work group, other city employees, public officials, businesses, external groups, and the public. Assignments may include:<ul><li>
Work in close liaison with the Legal Administrator or Legal Coordinator and other administrative professionals</li><li>
Assist other workgroups or departments with telephone and reception coverage on an as-needed basis</li></ul></li><li>
Provides administrative support to assigned work group. Assignments may include:<ul><li>
Scheduling meetings and appointments, making reservations, coordinating travel/conference attendance</li><li>
Budget support, including: maintaining balances and reconciling budget, maintaining budget records, verifying budget and funding for project expenses, processing purchase orders and invoices, recording expenditures and mileage, recording reimbursements, initiating budget revisions and journal entries, and supporting the procurement process</li><li>
Tracking deadlines and due dates for assignments</li><li>
May help administer workgroup-specific programs and/or initiatives</li></ul></li><li>
Provides general office support. Assignments may include:<ul><li>
Maintaining physical and electronic filing systems to ensure organized and timely filing of important documents</li><li>
Maintain office supply inventory and coordinate office equipment maintenance</li></ul></li><li>
Maintains regular and punctual attendance</li></ul><b>
Other Duties and Responsibilities</b><br>
<ul><li>
City Attorney&rsquo;s Office &ndash; Prosecution Office: Assignments involving court documents, police investigation reports, case files, and other materials may involve exposure to highly sensitive information and incidents that are violent or disturbing in nature, including profanity and very explicit content</li></ul>
Incumbent is accountable for all duties of this job, and other projects and responsibilities may be added at the City&rsquo;s discretion.</div><br>
<p></p>
<div><h2 class="jobSectionHeader"><b>POSITION REQUIREMENTS/WORKING CONDITIONS/PRE-EMPLOYMENT REQUIREMENTS</b></h2></div>
<div><p><b>Education, Experience, Skills, Formal Training, Licenses, and Certifications</b><br>
<b>Administrative Assistant I</b><br>
<b>Required:</b></p><br>
<ul><li>
Graduation from high school or GED</li><li>
Minimum three (3) years of experience in a high public-contact administrative assistant position</li><li>
Proficiency in the use of personal computer, with emphasis on word processing (40 wpm with accuracy) and Microsoft Office Software (Outlook, Word, Excel, Teams, PowerPoint, etc.)</li><li>
Knowledge of standard office practices and general accounting/budget maintenance</li></ul><b>
Preferred:</b><br>
<ul><li>
Directly related experience in municipal government or public sector</li><li>
Experience with financial software systems (i.e., JD Edwards)</li><li>
Additional experience with other workgroup-specific computer software programs</li></ul><br>
<b>
Administrative Assistant II</b><br>
<b>Required:</b><br>
<ul><li>
Minimum one (1) year of experience as an Administrative Assistant I at the City of Westminster</li><li>
Demonstrated proficiency in all duties and responsibilities of the Administrative Assistant I classification and ability to work with minimal direction</li><li>
Ability to act as a subject matter expert in workgroup-specific and more complex software, programs, and processes; examples include, but are not limited to, ability to work with City Council Agenda Memos and technical proficiency in Contract, Financial, Customer Relationship Management, and/or Project Management Software</li></ul>
Any equivalent combination of education, training, and experience, which would provide the required knowledge and skills, may be considered.<br>
<b>Physical Requirements</b><br>
Work is sedentary in nature and requires sufficient physical stamina and strength for:<br>
<ul><li>
Constant sitting to perform daily tasks; occasional walking through a multilevel facility to retrieve information; frequent standing, sometimes for extended periods</li><li>
Frequent squatting, reaching above shoulder, and twisting to file documents and lift supplies and material; occasional bending, kneeling, climbing, balancing, and reaching below shoulder to store documents, material, and supplies</li><li>
Constant light grasp, fine manipulation, and handling to perform daily duties; occasional firm grasp to safely use equipment</li><li>
Frequent lifting, carrying, pushing, pulling, and lifting of up to ten (10) pounds to move material and supplies; occasional pushing, pulling, and lifting of up to 25 pounds with dollies and carts</li></ul><br>
<b>
WORKING CONDITIONS</b><br>
Work is constantly performed indoors. This is primarily sedentary office work. Must demonstrate the ability to meet the physical demands of the job, including the ability to retrieve information from various locations in the office when needed. Exposure to periods of high activity and high stress under demanding conditions and potential exposure to disturbing and/or explicit court/police content.The position requires a great deal of communication with City employees, and some communication with the public and outside agencies.<br>
<b>Required Materials and Equipmen</b><b>t</b><br>
Personal computer, keyboard, typewriter, printer, telephone, fax machine, photocopy machine, calculator, postage scale and meter, books, files, paper shredder, scanner, and other standard office equipment.<br>
<br>
<b>PRE-EMPLOYMENT REQUIREMENTS</b><br>
<ul><li>
Background checks will include employment references and criminal history, and when applicable, credit check, driver license record, and education verification</li><li>
Drug screen</li><li>
Must be legally entitled to work in the United States</li><li>
Candidates assigned to the Prosecution Office will be fingerprinted and must be able to pass the FBI Criminal Justice Information Services (CJIS) criminal background check</li></ul></div><p></p>
</div><div></div><div><div><p><b><i>The City of Westminster, Colorado, is a drug free workplace and an Equal Opportunity Employer that values diversity and aims to have its workforce reflect the community.</i></b></p></div></div></div>
<br><p></p><div><div><div><div><div>The City of Westminster offers a comprehensive benefit package including:</div><ul><li>Health and Dental</li><li>Flexible Spending</li><li>Pension/Retirement Plans</li><li>Term Life Insurance</li><li>Long-term Disability</li><li>Survivor Benefits</li><li>Wellness Program</li><li>Career Development Program</li><li>Tuition Reimbursement Program</li><li>Leave program that provides for vacation, holidays, sick leave, major illness, and on the job injury</li></ul><div> </div><div>For a more detailed overview of our General Non Exempt employee benefit package: <br>
Benefit Package<br>
<br>
The City of Westminster does not participate in the Social Security system. In lieu of Social Security contributions, the city contributes to a 401(a) defined contribution plan on your behalf.<br>
<br>
<b>401(a) Contribution Rates:</b><br>
Employee Mandatory Contribution: 11.5% of your base pay. Contributions are pre-tax and fully vested.<br>
Employer Contribution: 12% of your base pay.<br>
<br>
<b>Employer Contribution Vesting Schedule</b><ul><li>Less than 3 years - 0%</li><li>3 to 4 years - 60%</li><li>4 to 5 years - 80%</li><li>Over 5 years - 100%</li><li>For employees age 55 and older, the employer contributions are 100% vested</li></ul><br>
The City of Westminster provides employees with innovative and practical ways to improve their commute through two key features, EcoPass and Commute Benefits powered by Commutrics. EcoPass provides unlimited trips on RTD's core transit services and Commute Rewards allows you to record your trips and get rewards based on your commute mode.</div></div></div></div></div><p></p>

Administrative Assistant I/II - City Attorney's Office

Belcan

<div>
 <p>
  <strong>
   Job Title: Administrative Assistant
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 <p>
  <strong>
   Location: Des Moines, IA
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 <p>
  <strong>
   Zip Code: 50301
  </strong>
 </p>
 <p>
  <strong>
   Duration: 12 Months
  </strong>
 </p>
 <p>
  <strong>
   Pay Rate: $19.43/hr.
  </strong>
 </p>
 <p>
  <strong>
   Start Date: Immediate
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 <p>
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   Position is REMOTE
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 <p>
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 <p>
  <strong>
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   Job Description
  </strong>
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 <p>
  :We are currently searching for an
  <strong>
   Administrative Assistant specializing in ++++finance support++++ to join the Global Security Services team in Cedar Rapid
  </strong>
  s, IA on a contract basis. The position performs administrative activities in close relationship to the day-to-day work of team leaders and staff. The Administrative Assistant will work in a confidential and highly responsive relationship with department leadership. The position available is currently remote
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   e.Interact with other administrative assistants collaboratively to share knowledge and process improvement
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   We provide a competitive pay and benefits package. This position is offering a pay rate of $ $19.43/hr. however, Belcan considers several factors when extending an offer, including but not limited to education, experience, geographic location, and discipline. Benefits offered may include health care, dental, vision, life insurance; 401(k); education assistance; paid time off including PTO, holidays, and any other paid leave required by l
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Administrative Assistant – Finance Support

Global Healthcare service inc

<p>We are seeking a highly skilled, proactive, and resourceful Virtual Assistant to provide comprehensive administrative, operational, and organizational support to executives, managers, or business owners in a fully remote capacity. The ideal candidate is a self-starter with exceptional multitasking abilities, strong communication skills, and a proven track record of delivering high-quality administrative support in a fast-paced virtual environment. This role requires someone who can anticipate needs, manage competing priorities, exercise sound judgment, and maintain the highest level of professionalism and confidentiality at all times.</p><p><strong>Key Responsibilities</strong></p><p><i>Administrative &amp; Executive Support</i></p><ul><li>Manage and maintain complex executive calendars, including scheduling meetings, appointments, calls, and events across multiple time zones</li><li>Coordinate and confirm travel arrangements including flights, hotels, ground transportation, and detailed itineraries</li><li>Screen, organize, and respond to emails and phone calls on behalf of executives or managers, ensuring timely follow-up on all correspondence</li><li>Prepare, proofread, and format professional documents including reports, memos, proposals, presentations, and meeting agendas</li><li>Take accurate meeting minutes and distribute action items to relevant stakeholders in a timely manner</li><li>Maintain and organize digital filing systems, cloud storage, and document libraries for easy retrieval</li><li>Handle expense tracking, invoice management, and basic bookkeeping tasks using tools such as QuickBooks or Excel</li><li>Draft and send professional communications on behalf of leadership as directed</li><li>Conduct background research and compile briefing documents ahead of key meetings or negotiations</li></ul><p><i>Project &amp; Operations Support</i></p><ul><li>Assist in planning, coordinating, and tracking progress on multiple projects simultaneously using project management tools such as Asana, Trello, Monday.com, or ClickUp</li><li>Monitor project deadlines, follow up with team members on outstanding tasks, and escalate delays or issues to management promptly</li><li>Support the onboarding of new employees or contractors by preparing documentation, coordinating equipment or system access, and scheduling orientation sessions</li><li>Assist in the development and documentation of internal processes, standard operating procedures, and workflow improvements</li><li>Coordinate interdepartmental communication to ensure smooth day-to-day operations</li><li>Assist with vendor management, contract tracking, and procurement of office or operational supplies as needed</li></ul><p><i>Communication &amp; Customer Relations</i></p><ul><li>Serve as a first point of contact for clients, partners, and stakeholders via email, phone, or chat platforms, representing the company professionally at all times</li><li>Handle customer inquiries, complaints, and follow-ups in a courteous and timely manner, escalating complex issues to the appropriate team member</li><li>Maintain and update CRM databases with accurate client and contact information</li><li>Assist with the coordination and follow-up of business development activities, including outreach campaigns and meeting scheduling</li></ul><p><i>Research &amp; Reporting</i></p><ul><li>Conduct thorough online research on a wide range of topics including market trends, competitor activity, industry news, vendors, products, and potential partners</li><li>Compile research findings into clear, concise summaries and actionable reports for decision-makers</li><li>Prepare and maintain regular operational and performance reports, dashboards, and data summaries as requested</li><li>Monitor industry news and flag relevant updates, opportunities, or risks to the appropriate stakeholders</li></ul><p> </p><p><strong>Qualifications &amp; Requirements</strong></p><ul><li>High school diploma or equivalent required; Bachelor's degree in Business Administration, Communications, or a related field strongly preferred</li><li>Minimum 2–4 years of proven experience as a Virtual Assistant, Executive Assistant, Administrative Assistant, or in a similar support role</li><li>Exceptional written and verbal communication skills with a professional and polished tone</li><li>Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and Google Workspace (Docs, Sheets, Slides, Drive, Gmail, Calendar)</li><li>Experience with project management platforms such as Asana, Trello, Monday.com, or ClickUp</li><li>Familiarity with CRM tools such as Salesforce, HubSpot, or Zoho</li><li>Experience with communication and collaboration platforms including Slack, Microsoft Teams, and Zoom</li></ul><p> </p><p><strong>Compensation &amp; Benefits</strong></p><ul><li>Competitive hourly rate or monthly salary commensurate with experience and qualifications</li><li>Performance-based bonuses and incentives</li><li>Flexible remote work schedule with work-life balance emphasis</li><li>Paid time off, sick leave, and company-observed holidays</li><li>Health, dental, and vision insurance eligibility (for full-time employees)</li><li>401(k) retirement plan with employer contribution</li><li>Access to professional development resources, online courses, and certifications</li><li>Employee wellness and assistance programs</li><li>Inclusive, collaborative, and growth-oriented remote work culture</li></ul><p><strong>Work Schedule</strong></p><ul><li>Full-time position: 35–40 hours per week</li><li>Part-time options may be available depending on business needs</li><li>Core working hours to be established in alignment with the executive or team being supported</li><li>Occasional flexibility may be required to accommodate different time zones or urgent tasks outside regular hours</li></ul>

virtual Assistant

University of Florida

<p></p><div><div><p><b>JOB NO:</b></p>
<div>540224</div><br>
<p><b>WORK TYPE:</b></p>
<div>Staff Full-Time</div><br>
<p><b>LOCATION:</b></p>
<div>Main Campus (Gainesville, FL)</div><br>
<p><b>CATEGORIES:</b></p>
<div>Office/Administrative/Fiscal Support, Veteran's Preference Eligible</div><br>
<p><b>DEPARTMENT:</b></p><div>
33010000 - HP-OFFICE OF THE DEAN</div></div><br>
<div>
<div><div><div><div><b>CLASSIFICATION TITLE:</b></div>
<div>
<p>Administrative Specialist I</p></div><br>
</div><br>
<div><div><b>CLASSIFICATION MINIMUM REQUIREMENTS:</b></div>
<div>
<p>Bachelor's degree; or an equivalent combination of education and relevant experience.</p></div><br>
</div><br>
<div><div><b>JOB DESCRIPTION:</b></div>
<div>
<p>The Administrative Specialist I provides essential administrative and operational support within the College of Public Health and Health Professions (PHHP) Dean&rsquo;s Office. This is a highly professional position that serves as a key point of coordination for daily office activities and supports leadership, faculty, staff, students and visitors to ensure efficient and professional operations.</p>
<div>
The incumbent provides direct administrative support including scheduling, coordination of meetings, administrative processing and coordination of travel to members of PHHP leadership including:<br>
<ul><li>Associate Dean for Research</li><li>Associate Dean for Educational Affairs</li><li>Associate Dean for Undergraduate Programs</li><li>Associate Dean for AI and Innovation</li><li>Executive Director of Finance and Administration</li></ul></div>
<p>
The Administrative Specialist I performs a broad range of administrative duties in support of the Associate Deans, Executive Director, and the college and, as such, must present a professional demeanor and attitude, maintain a high level of confidentiality related to sensitive issues and exercise independent and prudent judgment when completing the tasks and responsibilities associated with these duties. This role requires strong organizational skills, attention to detail and the ability to work independently while supporting a team-based administrative structure. This position reports directly to the Executive Assistant II.</p>
<div><b>
Administrative Support</b><br>
The Administrative Specialist I provides direct administrative support to College Administration leadership including:<br>
<ul><li>Associate Dean for Research</li><li>Associate Dean for Educational Affairs</li><li>Associate Dean for Undergraduate Programs</li><li>Associate Dean for AI and Innovation</li><li>Executive Director of Finance and Administration</li></ul></div>
<p>
Responsible for calendar assistance, which may include scheduling meetings, coordinating meeting logistics (such as booking the room, ordering food, cleaning up the space etc), and preparing documents and/or relevant meeting materials.</p>
<p>
Routine correspondence management including drafting and proofreading documents such as letters, reports, forms, and various internal and external correspondence. Manage and maintain proper filing system for documents. Ensure templates remain updated. Request reports as applicable and appropriate. Execute mail merge requests. Ensure appropriate department and college administrative personnel are provided fully executed copies for their records.</p>
<p>
In conjunction with the Executive Assistant II, may be assigned additional administrative activities when needed and as time allows.</p>
<div><b>
Dean&rsquo;s Office Operations and Coordination</b><br>
Serves as the primary receptionist and the front-facing point of contact for the Dean's Office. This includes:<br>
<ul><li>Greeting visitors, responding to inquiries, routing requests appropriately and managing front desk communications while creating a welcoming and professional environment for faculty, staff and visitors.</li><li>Maintains the office&rsquo;s shared spaces, ensuring cleanliness, organization and timely replenishment of supplies.</li></ul></div>
<p>
Manages operational calendars, logs, contact and access lists, and other items related to the college&rsquo;s operations including Lenel building access, digital key database, vehicle and golf cart logs, and repair and maintenance schedules of PHHP vehicles. Responsible for managing PHHP&rsquo;s one-time room requests for various shared spaces within the HPNP Building.</p>
<p>
Provides general administrative support to the operational and facility related needs of the college including but not limited to submitting routine maintenance and repair requests, reporting outages, and forwarding building security and outage notices.</p>
<p>
Serves as the primary liaison to contracted vendors (i.e. UF motor pool, Aramark, etc), coordinating communication, monitoring service delivery and ensuring timely and accurate fulfillment of contractual obligations.</p>
<p><b>
Fiscal</b><br>
Manages travel for the Associate Deans and Executive Director of Finance and Administration. Responsible for travel arrangements, preapprovals, authorizations, expense reports and preparation of necessary travel documents and reimbursements.</p>
<p>
May also manage travel for College Administration guests, including but not limited to seminar speakers, faculty candidates, distinguished guests of the Dean(s), prospective and current donors, etc. Provides other administrative assistance as needed and requested.</p>
<p>
Responsible for management of an individual UF Procurement card (PCard), ensuring compliance with purchasing guidelines, obtaining preapprovals, following purchasing guidelines, and reconciling transactions in a timely manner.</p>
<p>
Responsible for administrative management of financial and/or inventory-based items (e.g. parking passes), ensuring accurate records and accountability.</p>
<p><b>
Backup Support</b><br>
Serves as backup support to the Executive Assistant II and assists with scheduling, meeting coordination and document preparation related responsibilities in times of absence or unavailability.</p>
<p>
Provides backup administrative and reception support as needed for the Undergraduate Advising Suite.</p>
<p>
Provides backup administrative support to the Dean&rsquo;s Office Student Assistant(s) with routine tasks and office functions in times of absence or position vacancy.<br>
<br>
<b>Event Planning</b><br>
Plans, coordinates, and executes the annual Delta Omega Public Health Honor Society Induction college wide ceremony to include coordination of application and selection process, ceremony logistics, communication, budget, and event design. Consults with the college&rsquo;s Marketing and Event Specialist as needed.</p>
<p>
Provides event related administrative support to the Marketing and Event Specialist and Project Managers during peak event periods.</p></div><br>
</div><br>
<div><div><b>EXPECTED SALARY:</b></div>
<div>
<p>$27.77 - $29.69 per hour; commensurate with experience and education.</p>
<p>
The University of Florida (UF) offers an exceptional benefits package, including health, dental and vision insurance; state retirement plans; a generous leave program; and tuition assistance. UF is a Public Service Loan Forgiveness (PSLF) eligible employer. For more information on benefits, please visit UF HR Benefits and Rewards at https://benefits.hr.ufl.edu/ .</p></div><br>
</div><br>
<div><div><b>REQUIRED QUALIFICATIONS:</b></div>
<div>
<p>Bachelor&rsquo;s degree; or an equivalent combination of education and relevant experience.</p></div><br>
</div><br>
<div><div><b>PREFERRED:</b></div>
<div><ul><li>Experience providing administrative support to senior leadership in a complex, fast-paced environment.</li>
<li>Strong customer service orientation with the ability to interact courteously and professionally with a wide range of internal and external constituents.</li>
<li>Demonstrated ability to work independently, exercise sound judgment and manage multiple priorities with strong organizational and time management skills.</li>
<li>Excellent written and verbal communication skills and the ability to establish and maintain effective working relationships with a varied population.</li>
<li>Experience handling confidential and sensitive information with discretion.</li>
<li>Working knowledge of university systems and procedures including travel systems, procurement, expense reporting, PCard reconciliation and work orders.</li>
<li>Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint), including calendar management, document preparation and mail merge.</li>
</ul>
</div></div><br>
<div><div><b>SPECIAL INSTRUCTIONS TO APPLICANTS:</b></div>
<div>
<p>In order to be considered, you must upload your cover letter and resume.</p>
<p>
Application must be submitted by 11:55 p.m. (ET) of the posting end date.</p>
<p>
This is a time-limited position.</p>
<p>
This position is eligible for veteran's preference. If you are claiming veteran's preference, please upload a copy of your DD 214 Member Copy with your application for consideration.</p>
<p>
If an accommodation is needed to apply for this position, please call 352/392-2477 or the Florida Relay System at 800/955-8771 (TDD). Hiring is contingent upon eligibility to work in the U.S. Searches are conducted in accordance with Florida&rsquo;s Sunshine Law.</p></div><br>
</div><br>
<div><div><b>HEALTH ASSESSMENT REQUIRED:</b></div> <div>No</div></div></div><br>
</div>
</div><p></p><div><p><b>ADVERTISED:</b></p>
<div>11 Jun 2026</div> Eastern Daylight Time<br>
<p><b>APPLICATIONS CLOSE:</b></p>
<div><div>25 Jun 2026</div></div>
Eastern Daylight Time</div></div><p></p>

Administrative Specialist I

Aspirus Health

<div><p><b>Compassion. Accountability. Collaboration. Foresight. Joy.</b></p><p><b>
These are the Aspirus Core Values; and we are looking for the BEST around to join us as we demonstrate those values Every. Single. Day.</b></p><p></p><b>
Aspirus Merrill Hospital </b>in Merrill, WI is seeking a <b>EXECUTIVE ASSISTANT</b> to join our <b>ADMINISTRATION </b>team!<p></p><p><br>
The Executive Assistant I provides comprehensive administrative support to assigned Vice President or Executive Director.</p><p><b>
HOURS: Full Time 1.0 FTE, 80 Hours Biweekly</b></p><p><b>
Experience/Qualifications</b></p><p></p><ul><li>
 Knowledge of administrative assistant practices and procedures is normally acquired through completion of an Associate Degree in Administrative Assistance.
 </li><li>Three to five years of administrative assistant experience.
 </li><li>Experience supporting an executive in healthcare setting beneficial.</li><li>
 Certified Administrative Professional (CAP) certification and/or Certified Professional Secretary (CPS) designation beneficial.</li><li>
 Possesses excellent administrative skills including computer knowledge, typing an average of 60 words per minute with 95% accuracy, ability to take meeting minutes proficiently, exceptional composition and grammar skills.</li><li>
 Possesses effective decision-making skills, as well as good verbal and written communication skills.</li><li>
 Possesses excellent organizational skills and attention to detail.</li><li>
 Possesses problem-solving skills.</li><li>
 Possesses concise transcription and composition skills.</li></ul><p></p><p><b>
Employee Benefits</b><br>
</p><ul><li>Full benefits packages available for part- and full-time status.</li><li>
PTO accrual from day one!</li><li>
Generous retirement plan with match available.</li><li>
Wellness program for employees and their families.</li></ul><p></p><p><b><br>
Aspirus Merrill Hospital</b> is a 25-bed critical access hospital that provides primary and specialty services to Merrill and rural Lincoln County. Our services to you includes inpatient hospital care, 24/7 emergency department (level IV trauma designation), urgent care as well as imaging, laboratory, and rehabilitation services. To learn more about Merrill click <b>here</b>.</p><p><b>
Our Mission</b>: We heal people, promote health and strengthen communities.</p><p><b>
Our Vision</b>: Aspirus is a catalyst for creating healthy, thriving communities, trusted and engaged above all others.</p><p><br>
As an Aspirus team, we demonstrate caring, we plan to impact the future, work with happiness and enthusiasm, recognize our power to make a difference and improve the health of our communities.</p><p><b>
Aspirus Health</b> is a nonprofit, community-directed health system based in Wausau, Wisconsin, serving northeastern Minnesota, northern and central Wisconsin and the Upper Peninsula of Michigan. The health system operates 18 hospitals and 130 outpatient locations with nearly 14,000 team members, including 1,300 employed physicians and advanced practice clinicians. For more information visit aspirus.org.</p><p><b>
Click </b><b>here</b><b> to learn more.</b></p><p><br>
</p><p>Credentials:</p></div><p></p>

EXECUTIVE ASSISTANT - ADMINISTRATION

Anderson Integrative Medicine

<p>Front Desk Receptionist / Patient Services Coordinator (Part-Time)</p><p><b>Integrative Medicine Practice</b><br/><b>Part-Time: Approximately 20 Hours per Week</b><br/><b>Opportunity for Additional Hours and Professional Growth</b></p><p>We are a patient-centered integrative medicine clinic seeking a friendly, organized, and dependable <b>Front Desk Receptionist / Patient Services Coordinator</b> to join our team. Our practice specializes in osteopathic and hormone-focused care, emphasizing personalized medicine and exceptional patient experiences.</p><p>This role is ideal for someone who enjoys building positive relationships with patients, managing a variety of administrative responsibilities, and contributing to the success of a growing healthcare practice.</p><p>Key ResponsibilitiesFront Desk &amp; Patient Experience</p><ul><li>Welcome patients and visitors in a warm, professional manner.</li><li>Answer incoming phone calls and respond to patient inquiries.</li><li>Check patients in and out for appointments.</li><li>Schedule, reschedule, and confirm appointments.</li><li>Maintain a clean, organized, and welcoming reception area.</li></ul><p>Scheduling &amp; Practice Coordination</p><ul><li>Manage provider schedules and appointment availability.</li><li>Coordinate follow-up appointments and patient reminders.</li><li>Maintain appointment waitlists and assist with schedule optimization.</li><li>Communicate scheduling updates and changes to patients.</li></ul><p>Medical Records &amp; Administrative Support</p><ul><li>Update and maintain patient demographic information.</li><li>Scan, upload, and organize documents within the electronic medical record (EMR) system.</li><li>Process incoming faxes, mail, and correspondence.</li><li>Assist with medical record requests and general office administration.</li><li>Ensure all patient information is handled confidentially and in compliance with HIPAA requirements.</li></ul><p>Insurance &amp; Billing Support</p><ul><li>Verify insurance eligibility and benefits.</li><li>Assist with basic billing inquiries and payment processing.</li><li>Collect patient payments and provide receipts.</li><li>Maintain accurate payment records and assist with basic reconciliation tasks.</li><li>Escalate complex billing or insurance issues to appropriate staff members.</li></ul><p>Qualifications</p><ul><li>Previous experience as a receptionist, administrative assistant, medical office assistant, or customer service representative preferred.</li><li>Strong organizational and multitasking abilities.</li><li>Excellent verbal and written communication skills.</li><li>Comfortable learning and using EMR systems and office software.</li><li>Ability to work independently with strong attention to detail.</li><li>Professional demeanor and commitment to patient confidentiality.</li></ul><p>Preferred Qualifications</p><ul><li>Experience in a medical, wellness, integrative, or holistic healthcare setting.</li><li>Familiarity with insurance verification and basic medical billing processes.</li><li>Knowledge of HIPAA privacy and confidentiality requirements.</li></ul><p>What We Offer</p><ul><li>Supportive and collaborative work environment.</li><li>Meaningful work helping patients achieve their health and wellness goals.</li><li>Flexible part-time schedule.</li><li>Opportunity for increased hours and expanded responsibilities as the practice grows.</li><li>Exposure to integrative and personalized healthcare practices.</li></ul><p>How to Apply</p><p>Please submit your resume and a brief cover letter describing your relevant experience and interest in working in an integrative medicine practice.</p><p>We look forward to learning more about you and how you can contribute to our team.</p><p>One additional suggestion: including a <b>pay range</b> (for example, &quot;$18&ndash;$24/hour depending on experience&quot;) typically increases application rates and can help attract candidates whose expectations align with the role.</p><p>i need this to be catered to add a little bit of billing phone calls</p><p>If the position will include some patient billing calls and insurance-related outreach, you can strengthen the posting by making that responsibility more explicit while keeping it as a secondary function. Here's how I would revise the relevant sections:</p><p>Insurance, Billing &amp; Patient Account Support</p><ul><li>Verify insurance eligibility and benefits prior to appointments.</li><li>Contact insurance companies regarding coverage, benefits, claim status, and basic billing questions.</li><li>Make occasional outbound calls to patients regarding account balances, payment arrangements, billing inquiries, and payment reminders.</li><li>Collect patient payments and provide receipts.</li><li>Maintain accurate payment records and assist with basic account reconciliation.</li><li>Assist patients in understanding statements and payment options.</li><li>Escalate complex billing, coding, or insurance issues to the appropriate team member.</li></ul><p>Qualifications</p><ul><li>Previous experience as a receptionist, administrative assistant, medical office assistant, patient services coordinator, or customer service representative preferred.</li><li>Strong communication skills and comfort speaking with patients by phone regarding scheduling, insurance, and billing matters.</li><li>Experience with insurance verification, patient collections, or medical billing is a plus.</li><li>Ability to handle sensitive financial conversations professionally and courteously.</li></ul><p>Position Summary (Optional Addition)</p><p>This role combines front desk reception, patient scheduling, administrative support, and light billing coordination. The ideal candidate is comfortable interacting with patients in person and by phone, assisting with appointment management, insurance verification, and occasional patient account and billing follow-up.</p><p>Pay: $18.00 - $24.00 per hour</p><p>Work Location: In person</p>

Front Desk Receptionist

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