Administrative Assistant Specialist

Job Summary

We are seeking an experienced Administrative Assistant Specialist to join our disability home care team. In this role, you will provide comprehensive administrative support to ensure the smooth operation of our organization. Your attention to detail, organizational skills, and ability to manage multiple tasks will contribute to the efficient delivery of services to individuals with disabilities.

Responsibilities

• 1.Manage office correspondence, including answering phone calls, responding to emails, and handling mail.
• 2.Maintain accurate and up-to-date client records and databases, ensuring compliance with privacy regulations.
• 3.Schedule appointments, meetings, and conferences for staff and clients, coordinating logistics as needed.
• 4.Assist with the preparation and distribution of reports, presentations, and other documents.
• 5.Coordinate travel arrangements and accommodations for staff attending off-site meetings or trainings.
• 6.Order and maintain office supplies, equipment, and inventory, ensuring adequate stock levels.
• 7.Assist with billing, invoicing, and accounts receivable processes, working closely with finance staff.
• 8.Provide administrative support to management and staff, including calendar management, meeting coordination, and document preparation.

Requirements

• 1.High school diploma or equivalent; additional training or certification in office administration preferred
• 2.Minimum of 5 years of experience working as an administrative assistant or office support specialist.
• 3.Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other office software.
• 4.Excellent organizational and time management skills, with the ability to prioritize tasks and meet deadlines.
• 5.Strong attention to detail and accuracy in data entry and record-keeping.
• 6.Effective communication and interpersonal skills, with the ability to interact professionally with clients, staff, and stakeholders.
• 7.Ability to maintain confidentiality of sensitive information and exercise discretion in handling confidential matters.
• 8.Flexibility to adapt to changing priorities and work independently with minimal supervision.

Skills

• 1.Office administration
• 2.Data entry and record-keeping
• 3.Communication and customer service
• 4.Time management and prioritization
• 5.Attention to detail and accuracy
• 6.Organization and multitasking
• 7.Computer proficiency