Professional Services - Administrative Specialist

Order Type : Direct Hire

Pro Talent Group, a division of MS-IL Staffing & Packaging, and its local client are NOW HIRING a full-time Bilingual Support Services Specialist in the Indianapolis, Indiana, area! Salary Range: $22.60-$23.56/hr Shift: 1st shift The Support Services Specialist’s role is to be responsible for and provide administrative support to Senior Management and their staff. Job Duties & Responsibilities: Receives work assignments for Support Services. Oversees the mailroom activities. Assists with the scheduling, preparing, and coordinating the setup of meeting rooms, special events, and meetings. Updates and stocks training documents and forms. Orders supplies for copiers and fax machines for each location. Provides administrative support to managers. For example: constructs meeting agendas, prepares meeting minutes, maintains the Operations' Calendar, assists with the Center Newsletters, assists the Operations Coordinators with their Work Plans and Standard Operating Procedures. Updates the phone list regularly ensuring that terminations are deleted, new hires are added and that title changes are made as needed. Supports coordinator/designee with duties and activities for the Policy Council meetings and events. Makes sure that conference rooms are presentable for meetings and notifies Facilities Coordinator immediately when rooms have not been cleaned. Fill in for the Receptionist as needed. Effectively utilize the Support Services SharePoint site by ensuring all lists are current. Ensure that all proof-reading tasks are completed timely and accurately. Takes minutes for the following monthly meetings: Policy Council, Data Analysis, Coordinator and Center Operations meetings. Takes minute notes for the quarterly meetings. Submits facilities requests through computerized program. Travel to other centers and support office vacancies. Supports the Bi-lingual department when needed. Help prepare packets and packages for centers/departments. Assist at community and agency events when needed. Other duties as assigned by supervisor. Education & Experience Required: High School Diploma or GED is required, some college is preferred. Must be bilingual and fluent in English and Spanish. Must have a minimum of 3 years’ experience in an administrative position. Supervisory experience preferred. Experience as an executive assistant or office manager is desired. Must be able to work independently with minimal supervision. Must have a working knowledge of Microsoft Office software programs. Must possess good written and verbal communication skills and be able to maintain confidentiality. Skills for Success: Knowledge of Database software; Internet software; Spreadsheet software and Word Processing software. Microsoft office skills. Must have ability to understand oral and written instructions in English and Spanish. Must have excellent job performance and attendance records. Ability to work in a fast-paced environment & manage multiple tasks effectively. Ability to apply common sense understanding to conduct detailed but uninvolved written or oral instructions. Ability to deal with problems involving a few concrete variables in standardized situations. Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume. Ability to apply concepts of basic algebra and geometry. Physical Demands: Must be able to stand; walk; reach with hands and arms; climb or balance; stoop, kneel, crouch, or crawl; and talk or hear. Must be able to lift and carry up to 50lbs. Must be able to lift at least 50lbs for short periods of time. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.