administrative services specialist

CITY OF HOOVER

<div>Overview:
<div>
Hiring Range : $24.90/Hour - $33.36/Hour</div><div>
Starting salary may be adjusted depending on experience.</div>
Qualifications:
<div>
1. High School Diploma or GED equivalent AND five (5) years or more of full-time insurance or risk management experience</div><div>
 OR</div><div>
 Associate's Degree in Business, Risk Management, or related field AND three (3) years or more of full-time insurance or risk management experience</div>
 OR
 Bachelor's Degree or higher in Business, Risk Management, or related field AND one (1) year or more of full-time insurance or risk management experience<div></div><div> 
2. Excellent internal and external customer service skills;</div><div>
3. Excellent oral and written communication skills and organization skills;</div><div>
4. Experience using Microsoft Office Software to include Word, Excel and Outlook;</div><div>
5. Ability to work after hours;</div><div>
6. Possession of a valid driver's license and the ability to obtain/maintain a City of Hoover Driv.er's Permit;</div><div>
7. Alabama public notary or the ability to obtain designation wihtin one (1) year</div> 
<div></div>
Responsibilities:
<ul><li>Receives notice of new claims from city departments by telephone or email;</li><li>
Establishes new claims in Risk Management software and filing system;</li><li>
Notifies appropriate Third-Party Administrator of new claims;</li><li>
Notifies medical clinic of new workers&rsquo; compensation claims;</li><li>
Coordinates medical treatment for workers&rsquo; compensation claims;</li><li>
Maintains constant communication with injured employees and supervisors on workers&rsquo; compensation claims;</li><li>
Receives medical invoices and forwards to Third-Party Administrator for processing;</li><li>
Enters requisitions and purchase orders for claims expenses to include legal expenses;</li><li>
Makes weekly bank deposits for Risk Management; Manages weekly check register process and balances monthly expenditures with financial software;</li><li>
Assists with property &amp; casualty claims;</li><li>
Assists with Accident Review Board, and Health &amp; Safety Committee records and paperwork;</li><li>
Provides administrative assistance for Risk Management;</li><li>
Answers department telephone calls, email inquiries, receives and greets visitors to the department, and provides information to callers and visitors or refers callers and visitors to other appropriate departments or City personnel;</li><li>
Keeps immediate supervisor and designated others accurately informed concerning work progress, including present and potential work problems and suggestions for new or improved ways of addressing such problems;</li><li>
Responds to citizens' questions and comments in a courteous and timely manner;</li><li>
Communicates and coordinates regularly with appropriate others to maximize the effectiveness and efficiency of interdepartmental operations and activities;</li><li>
Performs other directly related duties.</li></ul></div><div></div>

Administrative Services Specialist - Risk Management

Crete Professionals Alliance

<div>Company Overview: Bowers Accountants &amp; Advisors stands as a renowned firm in the realm of public accounting, distinguished for its provision of top-tier audit, assurance, and advisory services. As a proud member of the AICPA&rsquo;s G400, encompassing the Top 300 Firms nationally, we maintain a robust reputation grounded in integrity, professionalism, and unparalleled expertise. Whether traditional Tax and Audit and Assurance, Client Accounting &amp; Advisory Services, Business Valuation, Accounting/Bookkeeping, Forensic Accounting, or Financial Planning Services, our approach is to master an in-depth knowledge of our clients with innovative analysis and recommendations to build and maintain net growth.
Job Summary:
The Senior Administrative Specialist is the senior on-site administrative leader for a professional services office of approximately 30 employees. This role is responsible for ensuring smooth daily operations, maintaining administrative standards, and supporting a professional, efficient, and well-organized office environment. The Senior Administrator will be the primary on&ndash;site administrative contact between the local office and the Firm Administrator to whom this position reports.
In this job, you will be a hands-on contributor and leader, directly performing administrative tasks while supervising the local in&ndash;office administrative team. The Senior Administrative Specialist serves as the primary liaison between the local office and the Firm Administrator located in another office.
Success in this role requires professional leadership skills, balancing execution, delegation, and aligning local needs with firm-wide policies and expectations administered and directed by the Firm Administrator. This position may require extended hours during peak periods.
Position Responsibilities<ul><li>
Supervise, assist with Admin staff training, and onboard new staff.</li><li>
Support two administrative team members, providing clear expectations, guidance, and regular feedback.</li><li>
Ensure compliance with firm policies related to records management, confidentiality, and administrative standards.</li><li>
Assist in processing tax returns, financial statements, and other correspondence</li><li>
Assist in troubleshooting tax return rejections</li><li>
Finalize Financial Statements</li><li>
Scan and autoflow tax documents when needed</li><li>
Assist in scanning and binding documents</li><li>
Assist the Firm Administrator in task delegation to the local Admin Team</li><li>
Handle time-sensitive and confidential matters with professionalism, discretion, and sound judgment.</li><li>
Provide front-line administrative coverage as needed to ensure continuity of operations and service quality.</li><li>
Delegate work effectively while maintaining accountability, quality, accuracy, and timeliness</li><li>
Support cross-training and workload balancing to ensure consistent service and coverage to our Partners and Clients</li><li>
Other administrative duties as assigned, such as scheduling meetings, coordinating catering orders, engagement logistics, and client-facing administrative needs, etc.</li><li>
Manage office building maintenance along with office logistics for client meetings and events</li></ul>
Position Qualifications<ul><li>
5&ndash;7 years of progressive administrative experience, preferably in a professional services or accounting firm environment.</li><li>
College degree preferred or professional equivalent experience</li><li>
Prior experience performing hands-on administrative work while leading or supervising others.</li><li>
Demonstrated ability to manage competing priorities and balance execution with leadership responsibilities.</li><li>
Strong organizational, problem-solving, and interpersonal skills.</li><li>
Excellent written and verbal communication skills.</li><li>
Proven ability to work independently while coordinating with remote leadership.</li><li>
Proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint); experience with document management systems is a plus.</li><li>
High degree of professionalism, discretion, and attention to detail.</li><li>
Continuous improvement mindset</li><li>
Ongoing collaboration with firm leadership and administrative teams across locations.</li></ul>
Salary $25-30/Hour
Excellent Benefits: We offer tremendous growth and development opportunities, flexible work schedules, and a comprehensive compensation and benefits package to include Health, Dental, Vision, Life, Long-Term Disability, 401K, Paid Time Off, Volunteer Time Off, Work-Life Balance Culture, and More!
EOE</div>

Senior Administrative Specialist

Bowers Accountants & Advisors

<div>Company Overview: Bowers Accountants &amp; Advisors stands as a renowned firm in the realm of public accounting, distinguished for its provision of top-tier audit, assurance, and advisory services. As a proud member of the AICPA&rsquo;s G400, encompassing the Top 300 Firms nationally, we maintain a robust reputation grounded in integrity, professionalism, and unparalleled expertise. Whether traditional Tax and Audit and Assurance, Client Accounting &amp; Advisory Services, Business Valuation, Accounting/Bookkeeping, Forensic Accounting, or Financial Planning Services, our approach is to master an in-depth knowledge of our clients with innovative analysis and recommendations to build and maintain net growth.
Job Summary:
The Senior Administrative Specialist is the senior on-site administrative leader for a professional services office of approximately 30 employees. This role is responsible for ensuring smooth daily operations, maintaining administrative standards, and supporting a professional, efficient, and well-organized office environment. The Senior Administrator will be the primary on&ndash;site administrative contact between the local office and the Firm Administrator to whom this position reports.
In this job, you will be a hands-on contributor and leader, directly performing administrative tasks while supervising the local in&ndash;office administrative team. The Senior Administrative Specialist serves as the primary liaison between the local office and the Firm Administrator located in another office.
Success in this role requires professional leadership skills, balancing execution, delegation, and aligning local needs with firm-wide policies and expectations administered and directed by the Firm Administrator. This position may require extended hours during peak periods.
Position Responsibilities
<ul><li>Supervise Admin staff training, and new staff onboarding
</li><li>Support Admin team members, providing clear expectations, guidance, and regular feedback.
</li><li>Ensure compliance with firm policies related to records management, confidentiality, and administrative standards.</li>
<li>Assist in processing tax returns, financial statements, and other correspondence</li>
<li>Assist in troubleshooting tax return rejections</li>
<li>Finalize client financial statements</li>
<li>Coordinate scanning and autoflow tax documents
</li><li>Assist in scanning and binding documents</li>
<li>Assist the Firm Administrator in task delegation to the local Admin Team</li>
<li>Handle time-sensitive and confidential matters with professionalism, discretion, and sound judgment.</li>
<li>Provide front-line administrative coverage as needed to ensure continuity of operations and service quality.</li>
<li>Delegate work effectively while maintaining accountability, quality, accuracy, and timeliness</li>
<li>Support cross-training and workload balancing to ensure consistent service and coverage to our Partners and Clients</li>
<li>Other administrative duties as assigned, such as scheduling meetings, coordinating catering orders, engagement logistics, and client-facing administrative needs, etc.</li>
<li>Manage office building maintenance along with office logistics for client meetings and events
</li></ul>Position Qualifications
<ul><li>5&ndash;7 years of progressive administrative experience, preferably in a professional services or accounting firm environment.</li>
<li>College degree preferred or professional equivalent experience</li>
<li>Prior experience performing hands-on administrative work while leading or supervising others.</li>
<li>Demonstrated ability to manage competing priorities and balance execution with leadership responsibilities.</li>
<li>Strong organizational, problem-solving, and interpersonal skills.</li>
<li>Excellent written and verbal communication skills.</li>
<li>Proven ability to work independently while coordinating with remote leadership.</li>
<li>Proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint); experience with document management systems is a plus.</li>
<li>High degree of professionalism, discretion, and attention to detail.</li>
<li>Continuous improvement mindset</li>
<li>Ongoing collaboration with firm leadership and administrative teams across locations.</li>
</ul>
Salary $25-30/Hour
Excellent Benefits: We offer tremendous growth and development opportunities, flexible work schedules, and a comprehensive compensation and benefits package to include Health, Dental, Vision, Life, Long-Term Disability, 401K, Paid Time Off, Volunteer Time Off, Work-Life Balance Culture, and More!
EOE</div>

On Electric, LLC

Administrative Specialist (Electrical Services &amp; Property Management)Location: Remote (with occasional local travel)Job Type: Part-Time or Full-Time | HourlyAbout the OpportunityWe&rsquo;re a small, owner-operated business specializing in electrical services and rental property management, looking for a highly organized and proactive Administrative Specialist to support day-to-day operations.This role is perfect for someone who thrives in a fast-paced, hands-on environment, enjoys variety in their work, and can operate independently while keeping multiple moving pieces on track.What You&rsquo;ll DoElectrical Operations Support● Coordinate scheduling for service calls and manage the technician/owner calendar● Communicate with customers regarding appointments, estimates, and follow-ups● Prepare and send invoices, estimates, and work orders● Maintain accurate job records, permits, and documentation● Track materials and coordinate with suppliers/vendorsProperty Management Support● Respond to tenant inquiries and maintenance requests promptly● Schedule and coordinate repairs with vendors and contractors● Track rent payments, leases, and tenant records● Assist with marketing vacancies and communicating with applicants● Support unit turnovers and general property needsGeneral Administrative Support● Manage incoming calls, texts, and emails professionally● Maintain organized digital filing systems and records● Track deadlines, renewals, and key business dates● Assist with basic bookkeeping and payroll tasks● Provide day-to-day administrative support to the business ownerWhat We&rsquo;re Looking For● Prior administrative experience required● Strong organizational and time management skills● Ability to work independently in a remote environment● Excellent communication and customer service skills● Comfortable with technology (Google Workspace, Microsoft Office; QuickBooks a plus)● Experience in construction, electrical, or property management is a plusAdditional Requirements● Reliable internet connection and remote work setup● Valid driver&rsquo;s license with ability to travel locally as needed● Adaptable and comfortable managing changing prioritiesWhy Join Us?● Work directly with the business owner &mdash; no corporate layers● Flexible, remote-friendly work environment● Diverse responsibilities across two industries● Opportunity to grow with an expanding businessCompensation● $22&ndash;$25/hour, based on experience● Flexible scheduling options availablePay: $22.00 - $25.00 per hourExpected hours: 32.0 &ndash; 40.0 per weekBenefits:<ul><li>Dental insurance</li><li>Flexible schedule</li><li>Health insurance</li><li>Paid time off</li></ul>People with a criminal record are encouraged to applyWork Location: Hybrid remote in Westfield, MA 01085

Administrative Specialist

All City Management Services

<div><div>Administrative Support Specialist</div>
<div>Position: Administrative Support Specialist</div>
<div>Hours: Full Time 8 Hours Daily Mon-Fri (in office) 
Location: Arlington, TX Office</div>
<div>Compensation: $18.00 an hour. Position is eligible for yearly bonus and other benefits. 
 
ESSENTIAL FUNCTIONS:</div>
<ul><li>Reports to and works under the direction of the Administrative Services Manager.</li>
<li>Answer phone calls and maintaining the switchboard at your desk.</li>
<li>Provides administrative support for field-based team and/or interdepartmental needs.</li>
<li>Basic office administrative duties, flyer printing, office supplies ordering, and use of office phones.</li>
<li>Assist with the maintenance, set-up, and training of field personnel on different databases.</li>
<li>Provides administrative support to the Resource Development team.</li>
<li>Basic device usage support including device set up and troubleshooting support.</li>
<li>Produce and distribute correspondence memos, letters, emails, faxes and forms.</li>
<li>Assists in the processing of new hire paperwork, background checks, and scanning/ filing of documents</li>
<li>Crossing Guard app support for departmental and field team.</li>
<li>Works as a liaison between the field personnel and office staff.</li>
</ul><div>EXPECTATIONS:</div>
<ul><li>Consistently complete assigned duties in a professional manner in order to meet established deadlines.</li>
<li>Implement the appropriate solutions in a timely manner when solving problems for customers and employees.</li>
<li>Open to change and be able to adapt performance to meet the requirements of a changing work environment.</li>
<li>Demonstrate the willingness and ability to work well with others and handle constructive criticism.</li>
</ul><div>REQUIREMENTS:</div>
<ul><li>Advanced levels of proficiency in Microsoft Office programs.</li>
<li>Must have the ability to communicate accurately and clearly both orally and in writing.</li>
<li>Analytical and problem-solving skills with the ability to handle multiple tasks.</li>
<li>Must demonstrate time management and organizational skills.</li>
<li>Must be self-motivated and dependable.</li>
<li>Working knowledge of all company policies, procedures, and requirements</li>
<li>Strong organizational and time management skills.</li>
<li>Bilingual in Spanish is a plus but not required.</li>
</ul><div><div>About All City Management Services: ACMS is the largest School Crossing Guard Company in the nation. With over 40 years of experience, we currently serve over 275 cities, school districts, and police departments. We are 100% dedicated to the safety of children as they walk to and from school every day.</div>
ACMS is committed to complying with all federal, state, and local laws providing equal employment opportunities, and all other employment laws and regulations. It is our intent to maintain a work environment that is free of harassment, discrimination, or retaliation because of age (40 and older), race, color, national origin, ancestry, religion, sex, sexual orientation (including transgender status, gender identity or expression), pregnancy (including childbirth, lactation, and related medical conditions), physical or mental disability, genetic information (including testing and characteristics), veteran status, uniformed service member status, or any other status protected by federal, state, or local laws.</div></div><div></div>

Administrative Support Specialist

X Corp Solutions, Inc.

Operations Support Specialist (Administrative Chief)X Corp Solutions, Stafford VA General QualificationsProvides support to agency organizational operations and elements responsible for:&middot; Plan, schedule and conduct analysis of project operations, procedures, and organizational structures including, identifying problems or deficiencies and recommending ways to improve the effectiveness and efficiency of program operations;&middot; Receive, review, distribute and track taskers received via Enterprise Task Management Software Solutions (ETMS2);&middot; Assist with Naval Message preparation and submission via ETMS2.&middot; Control Conference room reservations via 0365 Outlook for government as needed;&middot; Independently perform administrative management functions that service and/or fulfill several organizational requirements;&middot; Apply existing and new policies, provide advice on requirements, maintain databases that reflect the fulfillment and/or status of administrative requirements and/or systems, prepare administrative paperwork, and maintain an awareness of the status of the organization's personnel actions;&middot; Draft correspondence, recommendations, reports, and memoranda related to management and administrative programs and issues;&middot; Review and forward completed OCONUS travel packages for processing.&middot; Assist in preparing or submitting OCONUS Country Clearance requests via Aircraft and Personnel Automated Clearance System (APACS).&middot; Provide advice and guidance to managers and employees on questions and situations related to the administrative and security/intelligence services;&middot; Plan and conduct public meetings, briefings, and other activities in support of a program.Required Skills &middot; Associate&rsquo;s, Bachelor&rsquo;s degree, +10 - 20-yrs. experience in the appropriate discipline;&middot; Proficiency with MS Excel / MS Word / MS PowerPoint / SharePoint; and&middot; Ability to communicate effectively verbally and in writing.Specialized Skills &middot; Secret Security ClearanceJob Types: Full-time, ContractWork Location: In person

Operations Support Specialist (Administrative Chief)

Steppingstone, Inc.

<div>SUMMARY: The Administrative Recovery Specialist works as an integral part of the Program Team. The Administrative Recovery Specialist will perform, but is not limited to, the following office related duties including administration of program record keeping, consumer documentation, data base collection, various monthly billings and handling office money. This position may require a flexible schedule including 1st and 2nd shifts. The agency has the right to change shifts based on the needs of the organization.
ESSENTIAL FUNCTIONS:
Position Specific Duties<ul><li>
Greet and assist visitors.</li><li>
Conduct screening to determine consumer eligibility for services.</li><li>
Prepare all paperwork associated with the intake and admission process.</li><li>
Provide scheduling support by booking appointments.</li><li>
Perform consumer orientation on program services and requirements.</li><li>
Responsible in the area of program billing, report preparation, purchasing, spreadsheets etc.</li><li>
Make referrals associated with supportive services for consumers.</li><li>
Collect fees associated with consumer treatment.</li><li>
Tabulate consumer fee cards and submit a fee report.</li><li>
Assist the agency&rsquo;s Finance Department by performing accounting and related functions including but not limited to:</li><li>
Accounts Receivable and Payable, 3rd party billing and tabulation, bank deposits, reconciliations, etc.</li><li>
Supervise consumers during the shift, including conducting hourly rounds.</li><li>
Ability to count, document and observe consumers taking various prescription drugs</li><li>
Maintain all assigned office equipment in a clean and workable condition.</li><li>
Ensure all assigned files, records, and databases are maintained in a neat, orderly, and efficient manner.</li><li>
Answer and resolve a variety of questions, problems, informational requests, discrepancies, etc. within scope of position</li><li>
responsibilities.</li><li>
Observe and identify consumer concerns and communicate with the clinical team.</li><li>
Ability to climb three flights of stairs to deal with emergencies.</li><li>
Ability to respond to emergency situations by placing calls to Fire, Rescue, Police, and Medical etc.</li></ul>
Administrative Tasks:<ul><li>
Complete all required documentation in a timely manner.</li><li>
Perform program recordkeeping, filing, and the organization of vital documents.</li><li>
Provide telephone coverage for the assigned program and direct calls to other programs as needed.</li><li>
Participate in required supervisions staff meetings and trainings.</li><li>
Participate and cooperate in any investigations conducted by internal and external agencies.</li><li>
Ability to use a computer including inputting information into data systems.</li></ul>
Compliance Requirements:<ul><li>
Remain awake during your shift at all times.</li><li>
Attend all mandatory trainings and update all licenses and certifications.</li><li>
Adhere to program/project/department requirements and services.</li><li>
Follow all reporting guidelines by deadlines including the completion of a Confidential Incident Report.</li></ul>
QUALIFICATION REQUIREMENTS: The Office Administrator must perform each essential function satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. The qualifications listed below are representative of the knowledge/skill and/or ability required.<ul><li>
Associate degree in business management preferred.</li><li>
Minimum of two years of experience with office management in billing Managed Care Organizations/third party billing required.</li><li>
Superior attention to detail, organizational skills, analytical skills, computer skills and multi-tasking skills</li><li>
Excel in verbal and written communication skills.</li><li>
Good working knowledge of computers, electronic health records and data collection.</li><li>
Requires valid driver&rsquo;s license due to business-related travel.</li></ul></div>

Administrative Recovery Specialist

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Administrative Services Specialist - Risk Management

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