The Part-Time Administrative Specialist is a 100% in-office role responsible for executing key operational and administrative functions for the Operations team. This position provides critical support by processing all departmental mail, reviewing forms for accuracy, notarizing documents, and ensuring the smooth execution of daily office tasks. The assistant also serves as the company's central on-site presence, handling local errands such as PO Box pickups and procuring money orders as needed. This role requires strong attention to detail and reliability to balance process-oriented responsibilities with independent, on-site duties.
Requirements
Operational Mail Processing
- Opening, sorting, and processing all incoming mail for the Operations department;
- Carefully reviewing all received forms (e.g., release forms) for completeness and accuracy (signatures, all fields filled, etc.);
- Scanning and digitally notifying the appropriate internal teams when forms are received and available for record updates;
- Preparing, packaging, and sending all outgoing mail
Administrative & Notary Support
- Notarizing forms and documents as needed for business operations;
- Serving as the professional, in-office presence for the company;
- Maintaining general office tidiness and organization
Local Errands & Logistics
- Traveling to the company's PO Box once per week to retrieve mail;
- Traveling to local establishments (e.g., post office, bank) as needed to procure money orders for court or school institution payments;
- Taking on other duties as needed to support the team and office operations
What you bring:
- Adaptability & Problem-Solving: You thrive in a fast-paced, dynamic environment, demonstrating a keen ability to multitask, adapt quickly to change, and solve problems with a detailed, process-oriented approach;
- Effective Communication: With strong verbal and written communication skills, you can facilitate discussions and tailor your communication style to various audiences;
- Independent & Collaborative: You are a self-starter who works well independently but also values and contributes to a team-oriented environment;
- Client-Focused: You are dedicated to fostering positive relationships by actively listening to needs and recommending customized, effective solutions;
- Reliability: You are a dependable professional with a commitment to regular and punctual attendance
Qualifications:
- High School Diploma or equivalent required. Some college preferred;
- Navigate between multiple windows/browsers with ease, perform extensive internet research, and type 45 WPM;
- Working knowledge of G-Suite and Microsoft Office products;
- Ability to gain extensive knowledge of background screening and related industry vendors, and how it relates to the information we obtain;
- Able to sit at a desk and work on a computer for prolonged periods of time;
- Ability to enter data into a computer quickly and accurately