Agency Temp Administrator

This position is responsible for a wide variety of administrative duties requiring a thorough knowledge of organizational procedures for the department leadership. Must have general knowledge of department goals and functions with the ability to assist in all areas when needed.

 Responsibilities:

• Ensures administrative support for the department leadership.
• Coordinates department new-hire on-boarding activities, terminations and department moves with appropriate Insperity departments; processes requests for office set up, cell phones, IT equipment, business cards, and assists with new hire/termination paperwork.
• Serves as the single point of contact for facilities maintenance and functional problems for the department.
• Maintains adequate inventory of general office, equipment, and conference room supplies.
• Reviews all expense reports submitted by employees and acts as the first level approver. 
• Coordinates routine expense account documentation and all purchasing/acquisition duties. Secures approvals in a timely manner.
• Coordinates departmental communication, education, and training functions.
• Screens and controls correspondence, phone calls and visitors; handles inquiries independently.  Determines which situations require the attention of management, or other staff members; refers unrelated inquiries to appropriate Insperity department.
• Maintains appointment schedule and calendar for manager, makes timely and cost-effective travel arrangements, coordinates details of department meetings, gathers information and assists in agenda preparation, contacts meeting participants, and types minutes of meetings when requested.
• Handles a variety of sensitive situations and problem solves on own initiative, advising manager of action taken.
• Maintains correspondence files, file organization, and retrieval systems. 
• Assists in the creation of presentations, reports, and other documents.  Prepares departmental reports, presentations, and expense projections for distribution.
• Coordinates routine personnel activities/updates/maintenance, facilities maintenance, budgetary reporting, revenue/expense account coding/documentation, and credit/purchasing/acquisition duties, including securing signatures in a timely manner. 
• Proofreads outgoing documents and correspondence for correctness and accuracy. Conducts department’s Community Involvement and interfaces with Insperity staff as needed.
• Completes special projects as assigned.

Qualifications:

• High School Diploma or equivalent is required.  Associate’s Degree in a related field is preferred.
• Three to five years of administrative experience is required.
• Principles, practices, and procedures of office administration, office methods, and equipment; clerical methods, techniques, and filing procedures. 
• Performs administrative duties requiring independent judgment with speed and accuracy; learning, interpreting, and applying organizational policies, rules, and regulations; taking responsibility for the compilation and organization of reports.
• Advanced computer skills, including Microsoft® Office Suite (Word, Excel, Outlook, and PowerPoint).
• Proficiency in Microsoft Teams, including the ability to effectively collaborate, schedule meetings, manage communication, and handle documentation within the platform.
• Communicates tactfully and courteously in answering questions in person and over the telephone; communicating clearly and concisely, orally and in writing; and maintaining effective work relations with those encountered in the course of employment.