Administrative Specialist I, Loan Fund (Job #331) ($50,042 - $55,219)

General Purpose:

The Administrative Specialist I provides foundational administrative support to ensure smooth departmental operations. This position supports RCAC's mission by assisting with day-to-day tasks, fostering efficient workflows and maintaining high organizational standards. The Administrative Specialist I will support organizational functions by performing a variety of general administrative tasks.

Specific job goals, objectives and tasks are established for each employee as part of the annual evaluation and work plan process. The statements are intended to describe the general nature and level of work being performed by people assigned to this job. They are not intended to be an exhaustive list of all qualifications, responsibilities, duties, and skills required.

Job Duties and Responsibilities:

• Handles incoming and outgoing communications, including phone calls, emails and mail and directs them to appropriate staff.
  
• Assists with the preparation, editing, and distribution of documents, and reports.
  
• Writes agendas, memos, forms, directories and other documents from drafts, recordings, or verbal instruction.
  
• Drafts and formats professional correspondence for internal and external audiences.
• Responds to inquiries and requests submitted through organizational platforms or communication channels.
• Assists with logistics for meetings, such as scheduling, preparing materials and tracking attendance.
• Attends meetings to take notes, summarize discussions and track action items for follow-up.
• Maintains accurate and organized electronic and physical filing systems.
• Monitors and replenishes office supplies to maintain a functional workspace.
• Receives and distributes financial documents, such as vouchers, receipts and checks, while maintaining accurate records.
• Offers general support with routine administrative tasks.
• Assists with logistics for departmental projects, including mailings, marketing materials, proposal submissions, including printing, copying and distribution.
• Support event and training coordination by preparing materials and tracking registrations.
• Conduct research to resolve operational questions and issues and respond to inquiries.
  
• Interacts professionally with internal teams, external partners, and interested parties to support effective communication and collaboration.
  
• Performs other related duties as assigned.

Supervision Exercised:

• No supervisory responsibility.

Minimum Qualifications and Necessary Requirements:

• EQUIVALENT combination of education and experience can meet minimum qualifications.
• EDUCATION: High School Diploma or GED.
• LICENSE/CERTIFICATION: Valid driver's license and proof of insurance that meets the minimum requirements ($100,000/$300,000) of RCAC corporate liability policy.
• EXPERIENCE: Minimum of one year of administrative experience. Database experience required. Proficient computer skills with Microsoft Office programs.
• Must pass a criminal background investigation prior to employment.

Knowledge, Skills, and Abilities:

• Knowledge of modern office practices, procedures and equipment.
• Knowledge of planning and scheduling techniques.
• Knowledge of database concepts and common data processing issues.
• Skill in operating business computers and office machines, including in a Windows environment, specifically Word, Excel, Access, and presentation software (such as PowerPoint).
• Organizing and coordinating skills.
• Database and records management skills.
• Customer service skills.
• Ability to troubleshoot and problem solve.
• Ability to create, compose, and edit written materials.
• Ability to make administrative and procedural judgments.
• Ability to gather data, compile information, and prepare reports.
• Ability to carry out instructions furnished in verbal or written format.
• Ability to establish and maintain professional relationships with individuals of varying social and cultural backgrounds and with co-workers at all levels.
• Ability to maintain confidentiality.
• Ability to analyze situations and adopt appropriate courses of action.
• Ability to meet strict timelines.

Preferred Requirements:

• Associate degree.
• Familiarity with RCAC systems, including Unanet or other project management tools.

Physical Demands:

While performing the duties of this job, the employee is regularly required to sit and stand; use hands to finger, handle, or feel; reach with hands and arms; and talk or hear. The employee frequently is required to walk. The employee occasionally is required to stand; and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 25 pounds. Specific vision requirements include close vision, distance vision, color vision, and depth perception.

Working Conditions:

Work is typically performed in an office Monday - Thursday with a moderate noise level, including option to work from either home or the office on Fridays. Evening and/or weekend work may be required. Travel may be required.

RCAC is an equal opportunity employer and considers all employees and job applicants without regard to race, religion, color, gender, sex, age, national origin, disability, veteran status, sexual orientation, gender identity or marital status, or any other status protected by law. RCAC strives to reflect the diverse constituencies that the organization serves.