administrative support specialist

Ruman & Associates Ltd.

Job Summary We are seeking an energetic and highly organized Administrative Support Specialist to join our dynamic team. In this vital role, you will serve as the first point of contact for visitors and callers, manage office operations, and provide essential administrative assistance to ensure smooth daily functions. Your proactive approach and excellent communication skills will help foster a professional, efficient, and welcoming environment. This position offers an exciting opportunity to develop your office management expertise while supporting a collaborative team dedicated to excellence.Duties<ul><li>Greet visitors at the front desk with professionalism and courtesy, ensuring a positive first impression</li><li>Operate phone systems, answer inquiries, direct calls, and handle customer support with exceptional phone etiquette</li><li>Organize, review, and process incoming client tax documents</li><li>Perform data entry and maintain accurate records through filing systems, both digital and physical</li><li>Handle bookkeeping tasks utilizing QuickBooks to process invoices, track expenses, and support financial record-keeping</li><li>Assist with office management duties including supply ordering, equipment maintenance, and organization of office spaces</li><li>Proofread documents for accuracy and clarity while ensuring all communications are polished and professional</li><li>Attend events on behalf of the company and possibly visit local clients</li></ul>Qualifications<ul><li>Proven clerical or administrative experience in an office environment with strong organizational skills</li><li>Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and Google Workspace applications</li><li>Familiarity with QuickBooks or similar bookkeeping software is highly desirable</li><li>Excellent computer literacy with the ability to perform data entry efficiently and accurately</li><li>Bilingual abilities are a plus to serve diverse client needs effectively</li><li>Strong typing skills coupled with excellent proofreading capabilities</li><li>Exceptional time management skills to prioritize tasks effectively in a fast-paced setting</li><li>Previous experience in office management or as a personal assistant is advantageous</li><li>Demonstrated ability to handle multi-line phone systems, manage calendars, and provide outstanding customer service</li></ul>Join us as an Administrative Support Specialist where your organizational talents will shine! Be part of a vibrant team committed to operational excellence while enjoying opportunities for professional growth. We value proactive individuals who thrive on making a difference every day through their dedication and skill.Pay: From $25.00 per hourBenefits:<ul><li>401(k)</li><li>Health insurance</li><li>Paid time off</li><li>Professional development assistance</li></ul>Work Location: In person

Administrative Support 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>

Mr. Dent Inc.

Overview We are hiring a full-time Administrative Support Specialist to assist with customer service, basic accounting/admin work, and vehicle importing support.We are looking for someone who is organized, dependable, detail-oriented, and comfortable working with digital systems. No importing experience is required. We will train the right candidate.Responsibilities:<ul><li>Provide customer service support by phone and email</li><li>Assist with invoices, payments, and administrative tasks</li><li>Maintain records and documents in Google Workspace</li><li>Perform data entry and recordkeeping</li><li>Support vehicle importing and compliance workflows</li><li>Coordinate with transporters, dealers, and internal staff</li></ul>Qualifications:<ul><li>Strong attention to detail</li><li>Good communication and organizational skills</li><li>Proficiency with Google Docs, Sheets, and Drive</li><li>Ability to learn new systems quickly</li><li>Ability to manage multiple tasks accurately</li></ul>Experience in administrative support, accounting, automotive, logistics, or compliance is helpful but not required.Please submit your resume and a brief introduction with your application.Pay: $35,000.00 - $45,000.00 per yearBenefits:<ul><li>Dental insurance</li><li>Health insurance</li><li>Paid time off</li><li>Vision insurance</li></ul>Work Location: In person

NileCRM

<div>
 
 
 Company Description
 
 
 
 NileCRM is a specialized CRM platform designed to support pharmaceutical companies in managing customer data, improving field team efficiency, and uncovering valuable business insights. Known for its cutting-edge technology and dedicated expertise, NileCRM is a trusted partner in the pharmaceutical industry. Our solutions are tailored to meet the unique challenges facing the pharma sector, ensuring optimal data management and impactful business outcomes. We take pride in delivering advanced tools and exceptional support to our clients.
 
 
 
 
 
 
 Role Description
 
 
 
 This is a full-time on-site role for an Administrative Support Specialist, based in El Moqatam. The role involves providing administrative assistance, answering and managing phone inquiries, offering customer service support, and performing basic accounting tasks. Additional responsibilities include maintaining organized records, supporting team communication, and ensuring smooth day-to-day office operations.
 
 
 
 
 
 
 Qualifications
 
 
 <ul>
 <li>
 Proficiency in Administrative Assistance and record management
 </li>
 <li>
 Strong skills in Phone Etiquette and effective Customer Service
 </li>
 <li>
 Excellent Communication skills, both verbal and written
 </li>
 <li>
 Basic knowledge of Accounting principles and processes
 </li>
 <li>
 Strong organizational and time-management abilities
 </li>
 <li>
 Proficiency in using office software and tools
 </li>
 <li>
 Attention to detail and ability to manage multiple tasks simultaneously
 </li>
 <li>
 Prior experience in administrative support roles is preferred
 </li>
 </ul>
</div>

Northwest Behavioral Health

Overview We are seeking a dynamic and highly organized Administrative Support Specialist to join our team. In this vital role, you will serve as the backbone of our office operations, ensuring seamless administrative functions and exceptional customer support. Your energetic approach and attention to detail will help foster an efficient, welcoming environment where tasks are completed accurately and promptly. This position offers an exciting opportunity for someone passionate about office management, with a focus on delivering top-tier service and maintaining smooth daily operations.Esstential Duties<ul><li>Perform variety of clerical and administrative tasks, including typing correspondence and preparing client-related materials.</li><li>Manage the flow of clients from waiting area to appropriate staff, ensuring a smooth and organized check-in process.</li><li>Complete accurate and timely data entry, using the Notenetic Electronic Health Record (EHR) system.</li><li>Provide backup support to other clerical or administrative team members as needed efficient office operations.</li><li>Receive and process client referrals through multiple channels, including phone, fax and walkins.</li><li>Carry out additional duties as assigned to support overall office functionality.</li></ul>Pay: $14.50 - $15.00 per hourWork Location: In person

Community Transit

<div>Overview:

As the Administrative Support Specialist of Communications, Marketing &amp; Engagement (CME), you will provide crucial support to the Chief Communications Officer (CCO) and department staff. You will provide comprehensive administrative, events, and project-related support. You will serve as the subject matter expert in budgeting, business planning, and travel coordination, ensuring compliance with agency processes and policies. You will play a pivotal role in organizing communication, schedules, and facilitating departmental interactions.
Essential Duties:
<ul><li>Provide confidential day-to-day administrative support for department leadership and staff.<ul><li>
Perform complex scheduling, meeting preparation, logistics, and coordination for special events and projects.</li><li>
Manage department facility work orders, maintain supplies, and coordinate space planning.</li><li>
Manage department records per agency policy and retention schedules.</li><li>
Coordinate with others to support activities, meetings, and deliverables involving the CCO and executive leadership team.</li></ul></li><li>
Coordinate, prepare and process department purchasing, budgeting, and business planning efforts. This includes invoice processing, One Card reconciliation, purchase orders, requisitions, and budget tracking. Conduct budget research in anticipation of annual budget activities or by request. As the travel coordinator, process requests and reconcile expense claims for the department.</li><li>
Facilitate department meetings, retreats, and activities, managing participants, rooms, budget, notifications, and expenditures.</li><li>
Assist with special projects related to department goals, initiatives, and team engagement. Representing Community Transit, assist with public engagement, outreach, and field marketing events in the community.</li><li>
Coordinate onboarding for new staff, providing training in administrative policies and procedures.</li><li>
Perform other duties of a similar nature or level.</li></ul>
Requirements:

Minimum Qualifications<ul><li>
5 years of experience in an administrative support role.</li><li>
3 years of experience in budget management or expenditure oversight.</li><li>
Professional experience with PC-based software such as MS Office, email, and scheduling applications.</li></ul>
An equivalent combination of education and experience to successfully perform the job duties is also accepted. 
Knowledge Requirements<ul><li>
General business systems and software, including Windows and Microsoft Office.</li><li>
General concepts and practices of Project Management, time management, and setting priorities.</li><li>
Accurate spelling, punctuation, and grammar.</li><li>
Business procedures, correspondence, record management, handling confidential, sensitive, and privileged information.</li></ul>
Skill Requirements<ul><li>
Fostering an inclusive workplace by upholding Community Transit&rsquo;s core values in support of the organization&rsquo;s vision and mission. Inspiring team commitment, pride, and trust while promoting cooperation and motivating members to achieve shared goals. Demonstrating courtesy, sensitivity, and respect in all interactions.</li><li>
Excellent Customer Service.</li><li>
Records and project management.</li><li>
Effective written and oral communications that are timely, relevant, concise, and clearly outline necessary actions.</li><li>
Time management, organization, meeting deadlines, and adjusting to changing priorities.</li><li>
Maintaining objectivity and using data to inform collaborative decision making.</li><li>
Working effectively both independently and as part of a team.</li><li>
Diplomacy, tact, and professionalism in dealing with sensitive and confidential issues and data.</li><li>
Good listening skills and the ability to take and transcribe effective meeting minutes.</li><li>
Adaptive and quick to learn.</li><li>
Synthesizing information and making recommendations within established policies and procedures.</li><li>
Proficiency with Microsoft Office tools.</li></ul>
Preferred Knowledge and Skills<ul><li>
Experience using Smartsheet software.</li></ul>
Working Conditions 
Hybrid telework may be available. Availability is at management discretion and may not be available for this position based on the nature of the work. Work is performed in an office environment and requires the use of office equipment and technology. You will be required to move throughout and between different office buildings and may need to complete tasks in noisy environments. You may also be required to lift and carry materials up to 10 pounds occasionally. 
Application and Selection Process<ul><li>
Only on-line applications accepted.</li><li>
Applicants for this job may be considered for other openings up to six months after the date this position is filled.</li><li>
Applicants who meet the minimum requirements may be scheduled for an interview as well as a variety of tests to demonstrate knowledge, and skills for the position. The evaluation process may include interviews, background check, reference checks and various performance tests.</li></ul>
Employee Benefits<ul><li>
Employees (and their families) are covered by medical, dental, vision, basic life and disability insurance.</li><li>
Employees participate in the Public Employees Retirement System (PERS) and have the option to enroll in the agency&rsquo;s deferred compensation plan.</li><li>
In addition to WA Paid Sick Leave, employees in this position, accrue of 24 days of Paid Time off (192 hours) in their first year and ten (10) paid holidays throughout the calendar year.</li><li>
Full list of all benefits and details can be found here.</li></ul>
If you are related to or share the same living quarters of a current Community Transit employee, please let your Recruiter know as your eligibility for this position may be affected. 
Community Transit provides a tobacco-free and drug-free work environment. As a recipient of federal funds, Community Transit is an Equal Opportunity Employer and does not unlawfully discriminate on a basis prohibited by Federal, State or Local law. We value and encourage diversity in our workforce. EOE AA M/F/Vet/Disability. Qualified applicants will receive consideration for employment without regard to their race, color, religion, national origin, sex, protected veteran status or disability.</div>

Early Learning Coalition of Hillsborough County

<div>Description:

POSITION TITLE: Program Initiatives and Education Support Specialist
FLSA STATUS: Non-Exempt
PAY GRADE: N1
PAY RANGE: $39,228 to $53,081 per year
DEPARTMENT: Program Initiatives &amp; Education
POSITION SUMMARY
This position provides administrative and data entry support to the Program Initiatives &amp; Education team. The individual performs data entry of information to maintain database(s) through various systems, and supports initiatives and projects related to data requests. This position is responsible for accuracy, efficiency, and retrieval of processed data. This individual will review data entered for quality assurance and generate data reports as required. In addition, this position will be responsible for assisting childcare providers by phone and in person.
ESSENTIAL DUTIES AND RESPONSIBILITIES<ul><li>
Collect, compile, and analyze data trends from various departments ensuring accuracy and integrity of reports.</li><li>
Assist with duties related to CLASS Observations such as, but not limited to assignments, uploads, and SR TIER 1 Monitoring.</li><li>
Support the ELCHC&rsquo;s quality improvement initiatives through data entry and analysis; make recommendations for improvement within the local database.</li><li>
Assure timely preparation of reports including review and maintenance of data as needed prior to report preparation.</li><li>
Review discrepancies in data received, request clarification and/or advise supervisor of issues related to data and perform data verification routines in accordance with Coalition procedures.</li><li>
Provide quality customer service and ensure a positive relationship in interactions with internal and external customers, including various administrative support functions to include correspondence, filing, phone, and reception duties.</li><li>
Coordinate with ELCHC staff to consolidate and archive data, quality assurance checks, and assist with inventory checks and the distribution of materials.</li><li>
Provide overall support to Quality Improvement Coordinator and VPK Data Quality Improvement Coordinator</li><li>
Perform other duties that may be necessary to maintain the success of the organization, as determined by Leadership.</li></ul>
Requirements:
<ul><li>High school diploma or equivalent; Associate degree preferred</li><li>
Minimum 2 years administrative support experience to include data entry</li><li>
Basic EXCEL spreadsheet skills</li><li>
Ability to exemplify our Core Values</li><li>
Proven ability to connect with a diverse population</li><li>
Ability to identify and resolve problems in a friendly, professional, and timely manner</li><li>
Knowledge of Best Practices regarding customer service skills</li><li>
Attention to detail with the ability to accurately interpret and enter data.</li><li>
Intermediate knowledge of Microsoft Office Products</li><li>
This position requires successful completion of the level 2 background screening standards as set forth in s. 435.04, F.S.</li><li>
Bilingual English/Spanish preferred</li><li>
Able to work flexible hours when required by Leadership</li></ul>
SUPERVISORY RESPONSIBILITIES
None.
PHYSICAL ACTIVITY/WORK CONDITIONS<ul><li>
Work Environment: This job operates in a general office setting. This role routinely uses standard office equipment such as computers, phones, copiers/fax machines. While performing the duties of this job, the employee frequently interacts with staff, vendors, and the general public in person and via telephone and email.</li><li>
Physical Demands: While performing the duties of this job, the employee will be required to sit for prolonged periods of time, at a desk, utilizing a computer and reviewing online and paper documents. The employee may be required to lift and move up to 25 pounds.</li><li>
Telework is available at discretion of management, this is a Hybrid role with an in-office requirement.</li></ul></div>

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