administrative support specialist

Aspire92

<p>We are seeking a detail-oriented and organized administrative assistant to join our growing team. In this role, you will perform various administrative and clerical tasks to support our operations. You should have excellent communication skills, a strong ability to prioritize tasks, and a proactive approach to problem-solving.</p><p>Key Responsibilities &amp; Duties:</p><ul><li>Prepare accurate and timely US Individual and Business Tax Returns.</li><li>Oversee and manage the day-to-day administrative operations of the company.</li><li>Supervise administrative staff and ensure their performance meets company standards.</li><li>Coordinate office activities and operations to secure efficiency and compliance with company</li></ul><p>policies.</p><ul><li>Manage office supplies, equipment, and maintenance.</li><li>Handle employee recordkeeping, attendance, and HR-related tasks.</li><li>Assist in organizing company events and meetings.</li><li>Collaborate with other departments to streamline administrative processes.</li><li>Maintain a safe and secure working environment</li></ul><p>Requirements &amp; Qualifications:</p><p>Ideal candidates should have following qualifications:</p><ul><li>2-4 years of relevant professional experience.</li><li>Qualification: BBA/MBA/MPA</li><li>Strong leadership and communication skills</li><li>Basic knowledge of school operations and protocols</li><li>Proficient in MS Office (Excel, Word, PowerPoint) and Google DOCS</li><li>Ability to handle multitasking and work under pressure.</li></ul><p>Job Type: Full-time</p><p>Work Location: Remote</p>

Administrative Support Specialist

Cordatus Resource Group

<div>
 We're looking for a proactive and detail-oriented
 <strong>
  Administrative Specialist
 </strong>
 to support our team with day-to-day administrative and operational tasks. This role is ideal for someone who is organized, dependable, and enjoys keeping things running smoothly behind the scenes.
 <br/>
 <br/>
 <strong>
  Key Responsibilities:
  <br/>
  <br/>
 </strong>
 <ul>
  <li>
   Provide administrative support to managers and team members.
  </li>
  <li>
   Manage calendars, coordinate meetings, and prepare documentation.
  </li>
  <li>
   Assist with data entry, reporting, and record maintenance.
  </li>
  <li>
   Handle correspondence and communication in a professional manner.
  </li>
  <li>
   Support with client-related administrative tasks and follow-ups.
  </li>
  <li>
   Perform other operational and administrative duties as needed.
   <br/>
   <br/>
   <br/>
  </li>
 </ul>
 <strong>
  Requirements:
  <br/>
  <br/>
 </strong>
 <ul>
  <li>
   Strong organizational and time management skills.
  </li>
  <li>
   Excellent written and verbal communication in English.
  </li>
  <li>
   Proficiency in Microsoft Office / Google Workspace tools.
  </li>
  <li>
   Ability to work independently and manage tasks efficiently.
  </li>
  <li>
   Comfortable working remotely and aligning with Eastern Time hours.
   <br/>
   <br/>
   <br/>
  </li>
 </ul>
 <strong>
  What We Offer:
  <br/>
  <br/>
 </strong>
 <ul>
  <li>
   Fully remote position with a laptop provided.
  </li>
  <li>
   Supportive, collaborative work environment.
  </li>
  <li>
   Opportunities to learn and grow within the organization.
   <br/>
   <br/>
   <br/>
  </li>
 </ul>
 If you're reliable, resourceful, and ready to take ownership of your role, we'd love to hear from you!
</div>


Administrative Specialist (Remote)

Confidential Careers

<div>
 <p>
  We are looking for a highly organized and proactive
  <strong>
   Admin Specialist
  </strong>
  to support our daily business operations and ensure smooth office functioning. The ideal candidate will handle administrative tasks, coordinate with various departments, manage documentation, and provide essential support to the management team.
 </p>
 <p>
  <br/>
 </p>
 <p>
  <strong>
   Requirements:
  </strong>
 </p>
 <ul>
  <li>
   3&ndash;5 years of experience in an administrative or office support role.
  </li>
  <li>
   Strong organizational and multitasking abilities.
  </li>
  <li>
   Excellent communication and interpersonal skills.
  </li>
  <li>
   Proficiency in MS Office (Word, Excel, Outlook, PowerPoint).
  </li>
  <li>
   High level of professionalism, discretion, and attention to detail.
  </li>
 </ul>
 <p>
  <strong>
   Why Join Us:
  </strong>
 </p>
 <ul>
  <li>
   Competitive salary and benefits package.
  </li>
  <li>
   Supportive and collaborative work environment.
  </li>
  <li>
   Career growth and development opportunities.
  </li>
 </ul>
 <p>
 </p>
</div>


Administrative Specialist

Fehr & Peers

<div><div>Are you passionate about joining a company that is at the forefront of transforming transportation infrastructure and promoting sustainability within local communities? We&rsquo;re actively seeking an Administrative Specialist to join our team based in Downtown Oakland, conveniently located near the 19th Street BART. Our office of 25 is committed to positively impacting the communities we serve.</div><div></div><div><br>
As an Administrative Specialist, you&rsquo;ll play a pivotal role in supporting our team&rsquo;s day-to-day operations and contributing to the success of various initiatives. The role involves managing front desk responsibilities, acting as the primary point of contact for visitors, and supporting administrative tasks, ranging from event planning, invoicing and project assistance. Which also includes occasional after-hour assistance for event coordination. You&rsquo;ll also be an integral part of our six-person administrative team, based out of our Oakland and Walnut Creek offices, and a member of our companywide administrative professionals forum.</div><div></div><div><br>
Successful candidates will be organized and detail-oriented, value customer service, eager to jump in and support the team, and open to trying new tasks. This position requires 40 hours a week, in-person availability five days per week. If you&rsquo;re excited about being part of a team and delivering great customer service, we encourage you to apply!</div>
<h3 class="jobSectionHeader"><b>Responsibilities</b></h3><ul><li>
Be the welcoming face of our team by greeting visitors, managing phone calls, and maintaining a professional office space, preparing meeting minutes, assisting with recruitment scheduling and other administrative responsibilities</li><li>
Provide general administrative support, including data entry, processing invoices, setting up projects in our invoicing system, and other general tasks</li><li>
Assist Operations Managers with administrative duties as needed</li><li>
Collaborate with and backfill for the Oakland and Walnut Creek administration team, including travel to the Walnut Creek office as needed</li><li>
Coordinate meetings, events, and travel arrangements</li><li>
Manage project-related paperwork, such as insurance certificates and business certifications</li><li>
Contribute to companywide administrative initiatives aimed at enhancing collaboration and services</li><li>
Handle credit card reconciliation and prepare petty cash reconciliation statements</li><li>
Process accounts payable expenses, create check requests, and address accounts payable inquires</li><li>
Order lunch for office trainings/meetings and order snacks/drinks</li><li>
Execute duties with a customer service and problem-solving attitude</li></ul><h3 class="jobSectionHeader"><b>
Qualifications (a college degree is not required for this position)</b></h3><ul><li>
2 years of experience working in a professional business environment</li><li>
BS/BA in Business Administration, Management, Accounting, or a related field, or equivalent work experience</li><li>
Intermediate to advanced proficiency in Adobe Professional, Microsoft Office Suite, including but not limited to Microsoft Excel</li><li>
Familiarity with accounts receivable and accounts payable processes, and data entry</li><li>
Collaborative and solutions-oriented mindset with a strong client focus and professionalism</li><li>
Flexibility in managing requests in a fast-paced environment</li><li>
Excellent time management and organizational skills</li><li>
Commitment to high quality, accurate, and timely work</li></ul><h3 class="jobSectionHeader"><b>
Additional Desired Qualifications</b></h3><ul><li>
Knowledge of database reporting</li><li>
Previous experience with Deltek Vision/Vantagepoint</li><li>
Copyediting skills and proficiency in Adobe InDesign for graphics and design</li><li>
Experience with project proposal process</li></ul><div>
Placement within the stated pay range will be determined based upon education, experience, and qualifications.</div><div><b>
Benefit Highlights:
</b></div><div>Medical, Dental, Vision, Life and Disability Insurance.
</div><div>401(k) Plan with matching and profit sharing.
</div><div>Flexible Spending Accounts.</div><div>
Commuter Benefits.
</div><div>Paid Vacation, holidays and sick leave.
</div><div>8 weeks of Paid Parental Leave.
</div><div>Mentoring and Career Development programs.
</div><div>Research and Development group participation, and more.<br>
</div><div></div><br>
<div>Full information about the benefits we offer can be found by visiting our careers page.<br>
</div><div></div><br>
<div><b>EEO:</b> Fehr &amp; Peers is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment in the workplace. We welcome applicants of diverse backgrounds, and hire without regard to race, color, creed, religion, sex, gender identity or expression, sexual orientation, marital or parental status, national origin, ancestry, citizenship, age, disability, genetic information, political affiliation, military service or any other characteristic protected by law.</div><div><b>
Nondiscrimination: </b>Fehr &amp; Peers ensures nondiscrimination in all programs and activities in accordance with Title VI of the Civil Rights Act of 1964. If you need more information or special assistance for persons with disabilities or limited English proficiency, contact Human Resources.</div>
<p>
We may use artificial intelligence (AI) tools to support parts of the hiring process, such as reviewing applications, analyzing resumes, or assessing responses. These tools assist our recruitment team but do not replace human judgment. Final hiring decisions are ultimately made by humans. If you would like more information about how your data is processed, please contact us.</p></div>

Texas Legal Services Center

<div>Description:
<p><b>
Job Summary</b></p><p>
The Texas Law Help/Kiosk Intake Specialist provides essential administrative and operational support to the /TexaslawHelp/Kiosk program.</p><p>
This position assists kiosk users by offering technical support, legal information, intake for special programs, scheduling appointments, and assisting users with finding access to relevant resources.</p><p>
In addition, the intake specialist serves as a point of contact for Kiosk Host Sites. The Intake Specialist ensures effective communication, coordination, and support between the program and its host sites and drives outreach initiatives to promote and increase kiosk usage at their assigned sites.</p><h3 class="jobSectionHeader"><b><br>
Responsibilities</b></h3><ul><li>Key responsibilities include:</li></ul><p>
o <b>Intake:</b> Conduct intake and pre-acceptance screening assessments, while ensuring appropriate information is collected and entered in the case management system, and client confidentiality requirements are maintained.</p><p>
o <b>Building Relationships:</b> Establish and maintain strong, collaborative relationships with host site staff to foster engagement and enthusiasm for the kiosk program.</p><p>
o <b>Outreach Support:</b> Assist host sites, including Rural Clinic host sites, in promoting kiosk services to their communities through outreach activities, informational materials, and events.</p><p>
o <b>Usage Analysis:</b> Monitor kiosk usage data and work with host sites to identify opportunities for increasing accessibility and utilization.</p><p>
o <b>Training and Guidance:</b> Provide ongoing training and support to host site staff to enhance their ability to assist kiosk users effectively.</p><p>
o <b>Problem-Solving:</b> Address any challenges or barriers to usage, offering solutions and escalating issues to the Program Manager when necessary.</p><p>
o <b>Technical Assistance</b></p><p>
&sect; Assist with basic troubleshooting and maintenance of kiosks.</p><p>
&sect; Communicate with third-party technical support for advanced issues.</p><p><b>
Program Innovation</b></p><ul><li>Identify and collaborate with the Program Manager, TexasLawHelp Managing and Staff Attorneys, TLSC staff and other partners to implement improvements to kiosk functionality and accessibility.</li></ul><p><b>
Program Operations</b></p><ul><li>Monitor kiosk functionality and report any operational concerns to the Program Manager.</li><li>Support the deployment and/or relocation of kiosks as needed.</li><li>Participate in and support the collection of data related to kiosk usage.</li><li>Provide logistical support for staff traveling to host sites and providing training.</li><li>Assist users via live chat or phone, providing technical help and legal information as appropriate.</li><li>Conduct intake and pre-acceptance screening assessments, ensuring appropriate information is collected, entered in the case management system, and client confidentiality requirements are maintained</li><li>Perform other duties as assigned.</li></ul><p><b>
Travel</b></p><ul><li>The ability to travel not more than 25% of the time to support kiosk sites, partners, and outreach activities.</li></ul><h3 class="jobSectionHeader"><b><br>
Education and Experience</b></h3><p><b>
Preferred Education:</b></p><ul><li>High school diploma or equivalent.</li></ul><p><b>
Preferred Experience:</b></p><ul><li>Experience with conducting outreach and maintaining stakeholder relationships.</li><li>Experience with providing technical support or user assistance.</li><li>Experience working in legal aid, customer service, or community programs.</li></ul>
Requirements:
<p><b>
Role Requirements</b></p><p><b>
Competencies</b></p><ul><li>Ability to establish rapport and deal tactfully and professionally with colleagues, clients, visitors, and the public.</li><li>Ability to multi-task, work well under pressure, and complete required assignments accurately in accordance with required deadlines.</li><li>Ability to work with clients in a compassionate, patient, , and non-judgmental manner.</li><li>Effective organizational skills.</li><li>Strong verbal and written communication and interpersonal skills.</li></ul><h3 class="jobSectionHeader"><b>
Knowledge, Skills, and Abilities</b></h3><ul><li>Ability to collaborate effectively with a variety of individuals and teams.</li><li>Basic technical troubleshooting abilities.</li><li>Excellent verbal and written communication skills.</li><li>Proficiency in Microsoft Office (Word, Excel, Outlook).</li><li>Proficiency with, or the ability to learn, Legal Server (TLSC&rsquo;s case management system).</li><li>Strong organizational and attention-to-detail skills</li></ul></div>

Intake Specialist - TLH - KIOSK

City of Pocatello, ID

<div><h2 class="jobSectionHeader"><b>Job Description</b></h2><p>
The Administrative Assistant performs a wide range of office support functions using independent judgment in applying existing policies and procedures to complete assignments and respond to non-routine inquiries and explain department/division services, policies, procedures and rationale for decisions to customers. The position serves as a point of contact for staff and/or the public to know who&rsquo;s doing what and where, and to coordinate office functions and perform clerical/secretarial/administrative support duties with considerable independence and discretion in applying policies and procedures.</p><p>
The position may be assigned to manage and maintain one or more department specific databases, requiring knowledge of department programs and objectives. The job includes research, compilation and organization of materials/data for staff use and/or preparation of reports or presentations. Duties include composing correspondence on own initiative or from general instructions, formatting and typing a variety of sensitive, confidential, official and/or legal letters and documents. The Administrative Assistant position assists in invoicing, processing accounts payable and accounts receivable, payroll and time records and includes preparing required reports (daily, monthly, annually), and maintaining related files.</p><p>
The position maintains office records and files, coordinates communications, and provides support for various meetings. The position may be assigned special projects.</p><p>
The Administrative Assistant works independently under limited supervision following prescribed policies, procedures and guidelines requiring initiative, independent judgment, confidentiality, sensitivity to customers and meticulous follow through.</p><p>
Work requires attention to detail and good organizational skills, and is reviewed for adherence to instructions, accuracy, completeness and conformance to standard practice or precedent. The job works in a general office environment with a moderate noise level.</p><p><b>
ESSENTIAL DUTIES AND RESPONSIBILITIES</b></p><ul><li>
May perform special projects that may require independent research and analysis, handles difficult or upset citizens, researches problems, prepares and maintains reports for specific department functions, manages/maintains various department specific database, composes correspondence, and prepares reports on selected issues and processes. May dispatch calls in some departments.</li><li>
Creates and closes files or work orders, compiles and monitors report data, and enters data into database software; coordinates responses to constituent emails and communications by providing direct responses or directing inquiries to the appropriate unit or person; and provides support for various meetings, including transcription.</li><li>
Interprets governing regulations, policies and procedures as needed to assist customers or other staff, and maintains files, records and department contracts.</li><li>
Answers inquiries and provides information to the public, other City departments, businesses and private individuals.</li><li>
Performs other duties as assigned. Nothing in this job description restricts management&rsquo;s right to assign or reassign duties and responsibilities to this position at any time.</li><li>
Performs all work duties and activities in accordance with City policies, procedures, and safety practices.</li><li>
This classification is distinguished from the Department Specialist by the overall complexity, difficulty and independence required for the position. Guidelines and precedents to follow are less detailed and explicit than the Department Specialist.</li></ul><p><b>
ACCEPTABLE EXPERIENCE, TRAINING, LICENSES AND/OR CERTIFICATIONS</b></p><ul><li>
High school diploma or GED;</li><li>
Preferred Associates Degree in Office Practices or related field;</li><li>
Three (3) years&rsquo; related administrative support experience, preferably in a governmental environment.</li></ul><p>
An equivalent combination of education and experience that provides the required skills, knowledge and abilities to successfully perform the essential functions of the position may be considered.</p><p><b>
CLASSIFICATION REQUIREMENTS</b><br>
The requirements listed below are representative of the minimum knowledge, skill, and/or ability required for an individual to satisfactorily perform each essential duty satisfactorily and be successful in the position.</p><p><i>
Knowledge of:</i></p><ul><li>
Department programs, objectives, policies and procedures;</li><li>
Customer service principles and procedures;</li><li>
Database management;</li><li>
Principles and procedures of record keeping and reporting;</li><li>
Modern office functions, management, processes and procedures;</li><li>
Operation of standard office equipment and a personal computer and job-related software applications for word processing, spreadsheets, desktop publishing and other required applications.</li></ul><p><i>
Skill and Ability to:</i></p><ul><li>
Coordinate and monitor administrative functions to ensure efficient and accurate work flow and related products;</li><li>
Interpret, apply and explain complex information such as regulations, policies or services;</li><li>
Perform complex administrative functions such as record keeping, file maintenance, prioritizing assignments, performing special projects and preparing reports;</li><li>
Perform database management;</li><li>
Answer inquiries and provide information to the public, other City departments, businesses and private citizens;</li><li>
Independently research, compile and organize materials to prepare reports, handle complaints or resolve problems;</li><li>
Operate a personal computer and job-related software applications;</li><li>
Maintain a collaborative and cooperative working relationship with elected and appointed officials, other City employees, and the public;</li><li>
Maintain a professional demeanor and confidentiality of work performed at all times;</li><li>
Communicate effectively in the English language at a level necessary for efficient job performance;</li><li>
Complete assignments in a timely fashion; understand and comply with all rules, policies and regulations;</li><li>
Perform all duties in accordance with City policies and procedures with regard for personal safety and that of other employees and the public.</li></ul><p><b>
PHYSICAL REQUIREMENTS</b><br>
While performing the duties of this classification, the employee is frequently required to stand, walk, sit, stoop, kneel, bend, and work in an office environment. The job requires hand/finger dexterity to keyboard or type, handle materials, manipulate tools, and reach with hands and arms. The job requires operation of office equipment. The employee must occasionally lift and/or move up to 25 pounds with assistance. Sufficient visual acuity and hearing capacity to perform the essential functions and interact with the public is required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.</p><h2 class="jobSectionHeader"><b>
Benefits</b></h2><p>
The City of Pocatello offers a generous benefits package to full-time employees:</p><ul><li>
Medical</li><li>
Prescription</li><li>
Dental</li><li>
Vision</li><li>
Life Insurance</li><li>
PERSI Retirement</li><li>
PERSI Choice 401(k)</li><li>
457 Retirement Planning</li><li>
HRA VEBA Contributions</li><li>
Employee Assistance Program</li><li>
Flexible Spending Accounts<br>
<ul><li>Medical</li><li>Dependent Care</li></ul></li><li>
Vacation Time</li><li>
Sick Time</li><li>
11 Paid Holidays</li><li>
Education Assistance</li><li>
Employee Wellness Program</li><li>
Public Service Loan Forgiveness (PSLF) Eligible Employer</li></ul><h2 class="jobSectionHeader"><b>
Company Description</b></h2><p>
Nestled in the foothills of the majestic Rocky Mountains, Pocatello offers a perfect blend of work and play. With a semi-arid climate, you can experience the best of all four seasons, from hiking and skiing to fishing and camping. Plus, you're just a short drive away from Yellowstone National Park, Grand Teton National Park, Lava Hot Springs, and other must-visit destinations.</p><p>
All job offers are contingent upon successful completion of a criminal background check.</p></div>

Administrative Assistant

GeoControl Systems, Inc.

<div><p>GeoControl Systems, Inc.as a HUBZone company, is required to maintain a Federally mandated level of employees that reside (home residence) in a qualified HUBZone. ONLY applicants whose home address lies in a qualified HUBZone will be considered for this position.</p><p><br>
You can verify whether you reside in a HUBZone by using the following website:</p><p><br>
https://maps.certify.sba.gov/hubzone/map</p><p><br>
**Maintaining HUBZone residency in a qualified census tract is a requirement of this position.**</p><p><br>
Are you passionate about human space exploration, understanding the origins of the universe, and working with a passionate and diverse team to make a difference? If you are, we need you!</p><p><br>
We need your talent, teamwork, and energy to help us achieve great things that inspire people all over the globe. We need you to bring creative ideas and diverse backgrounds to help us envision, shape, and deliver systems that will enable the exploration of space while benefiting people here on Earth. We are excited about what we do, and we need you on our team as we take on exciting challenges for NASA&rsquo;s pursuits in deep space exploration. As NASA&rsquo;s largest engineering solutions provider working together with NASA at centers across the United States.</p><p><br>
We have an exciting opportunity for a <b>Configuration and Data Management Specialist</b> to join the team.</p><p><br>
We are looking for a detail-oriented and process-driven <b>Configuration and Data Management Specialist</b> to support the planning, control, and delivery of technical and administrative documentation across the JETS contract as embedded team members with NASA-JSC. This role is essential for maintaining the accuracy, consistency, and traceability of key data products.</p><br>
<ul><li>
Develop and maintain configuration and data management (CM/DM) processes, ensuring compliance with internal and external standards.<br>
</li><li>
Control revisions and releases of documentation, drawings, software, and product baselines.<br>
</li><li>
Manage the document lifecycle using configuration control tools and repositories.<br>
</li><li>
Implement tools and workflows to streamline version control, change tracking, and documentation, reducing manual errors and increasing efficiency.<br>
</li><li>
Define and enforce data standards for naming, formatting, and metadata to maintain consistency across systems.<br>
</li><li>
Support configuration audits, change boards, and formal review processes.<br>
</li><li>
Monitor configuration compliance and data integrity through reporting and audits, resolving issues as needed.<br>
</li><li>
Coordinate with project managers, engineers, and quality teams to ensure timely and accurate data delivery.<br>
</li><li>
Maintain configuration status accounting and documentation traceability.<br>
</li><li>
Ensure data packages meet all contractual and organizational delivery requirements.</li></ul><div></div><h3 class="jobSectionHeader"><b><br>
Requirements</b></h3><p><b>
Requisition Qualifications:</b></p><p><i><br>
This position has been posted at multiple levels. Depending on the candidate's experience, requirements, and business needs, we reserve the right to consider candidates at any level for which this position has been advertised.</i></p><br>
<ul><li>
Typically requires a bachelor&rsquo;s degree.<br>
</li><li>
Previous experience in configuration management, data management, or document control.<br>
</li><li>
Familiarity with version control, change management, and document management systems.<br>
</li><li>
Proficiency with tools such as SharePoint, JEDII, Confluence, PLM systems, or document control platforms.<br>
</li><li>
Strong attention to detail and organizational skills.<br>
</li><li>
Excellent written and verbal communication abilities.</li></ul><p><b><br>
Requisition Preferences:</b></p><br>
<ul><li>
Experience supporting technical or engineering projects.<br>
</li><li>
Knowledge of industry CM/DM standards (e.g., ISO 9001, ANSI/EIA-649).<br>
</li><li>
Ability to coordinate across departments<br>
</li><li>
Must reside in a HUBZone or be willing to relocate before start date<br>
</li><li><ul><li>
https://maps.certify.sba.gov/hubzone/map</li></ul></li></ul><div></div><h3 class="jobSectionHeader"><b><br>
Benefits</b></h3><h3 class="jobSectionHeader"><b>
Benefits</b></h3><p><br>
GCS health and welfare benefits are designed to invest in you, and in the things you care about. Your health. Your well-being. Your security. Your future. Typical benefits offered include flexible work schedules and opportunities to work remotely, educational reimbursement, retirement benefits (401K, Roth), health benefits, tax saving options, disability benefits, life and accident insurance, voluntary benefits, paid time off and paid holidays, and parental and pregnancy leave.</p></div><div></div>

Configuration and Data Management Specialist - (ADV000BG5)

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