Administrative Support Specialist

Administrative Support Specialist

JOB OVERVIEW

Green Oak Center seeks a highly organized, dependable, self-motivated professional to provide direct administrative support to the Executive Director and assist with daily operations. The position combines office coordination, records management, compliance documentation, basic budgeting and accounting support, and special projects. The ideal candidate takes initiative, exercises sound judgment, manages competing priorities, protects confidential information, and follows through independently.

DUTIES

Executive and Administrative Support

• Prepare correspondence, reports, spreadsheets, presentations, meeting materials, and other documents.

• Coordinate scheduling, meetings, communications, administrative records, and special projects.

• Track assignments and deadlines; follow up to support timely completion.

Budgeting and Financial Support

• Assist with budget worksheets, financial summaries, expense tracking, and departmental expenditure monitoring.

• Maintain spreadsheets; organize invoices, receipts, purchasing records, and supporting financial documentation.

• Support basic accounting projects, data entry, documentation checks, cost comparisons, and budget planning.

Compliance and Organizational Support

• Organize records for accreditation, licensing, regulatory compliance, and quality assurance.

• Track required reports, training, and administrative deadlines; help update policies, procedures, and forms.

• Assist with personnel records, onboarding documents, management reports, and confidential files.

Office Coordination and Special Projects

• Coordinate filing systems, office processes, and workflow; research routine administrative issues.

• Assist with purchasing documentation and other related duties assigned by the Executive Director.

EXPERIENCE

• High school diploma or GED and at least two years of general office or administrative experience.

• Strong organizational, written and verbal communication, problem-solving, and time-management skills.

• Proficiency with Microsoft Word, Excel, Outlook, and spreadsheets; comfort working with numerical information.

• Ability to learn basic budgeting/accounting procedures, work independently, and maintain confidentiality.

PREFERRED EXPERIENCE

• Executive-level administrative support; nonprofit, healthcare, human services, or government-funded work.

• Budget support, financial reporting, bookkeeping, or accounting-related administrative tasks.

• Intermediate/advanced Excel, accounting software, compliance or accreditation documentation.

• Training or education in business administration, accounting, finance, human resources or office management.

Compensation: Negotiable based on qualifications and experience, within applicable organizational salary guidelines