Administrative Specialist

Salary Range: 25 to 30 (Currency: USD) (Pay period: per-hour-wage)

Responsibilities

• 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 
• Provide general administrative support, including data entry, processing invoices, setting up projects in our invoicing system, and other general tasks  
• Assist Operations Managers with administrative duties as needed  
• Collaborate with and backfill for the Oakland and Walnut Creek administration team, including travel to the Walnut Creek office as needed  
• Coordinate meetings, events, and travel arrangements  
• Manage project-related paperwork, such as insurance certificates and business certifications   
• Contribute to companywide administrative initiatives aimed at enhancing collaboration and services   
• Handle credit card reconciliation and prepare petty cash reconciliation statements 
• Process accounts payable expenses, create check requests, and address accounts payable inquires 
• Order lunch for office trainings/meetings and order snacks/drinks   
• Execute duties with a customer service and problem-solving attitude 

Qualifications (a college degree is not required for this position)

• 2 years of experience working in a professional business environment  
• BS/BA in Business Administration, Management, Accounting, or a related field, or equivalent work experience   
• Intermediate to advanced proficiency in Adobe Professional, Microsoft Office Suite, including but not limited to Microsoft Excel 
• Familiarity with accounts receivable and accounts payable processes, and data entry   
• Collaborative and solutions-oriented mindset with a strong client focus and professionalism   
• Flexibility in managing requests in a fast-paced environment   
• Excellent time management and organizational skills    
• Commitment to high quality, accurate, and timely work  

Additional Desired Qualifications

• Knowledge of database reporting    
• Previous experience with Deltek Vision/Vantagepoint    
• Copyediting skills and proficiency in Adobe InDesign for graphics and design   
• Experience with project proposal process