Business Support Specialist

Summary:  Supports a variety of office activities by performing the following duties.

Essential Duties and Responsibilities include the following.  Other duties may be assigned.

Business Support:

1. Greet guests to the office warmly, promptly, courteously, and directs them appropriately;
2.  Answer incoming phone calls warmly, promptly, courteously, and directs them appropriately;
3. Assist in maintaining office procedure and emergency preparedness manuals;
4. Work with IT firm to solve staff IT issues; assist with movement of computers and workstations;
5. Manage Accounts Receivables including reconciliations and monthly spending plans.
6. Enter Accounts Payable; create related reports; reconcile credit cards; other accounting duties (e.g. QuickBooks);
7. Schedule annual building maintenance and inspections (e.g. HVAC, Fire, Sewer);
8. Schedule office equipment repairs (e.g. Copier, Postage Meter, Phones);
9. Use Excel to maintain insurance documentation for vendors and tenants; postage meter balances;
10. Use Excel to prepare Check Requests for vendors, utilities and maintenance. Mail Checks with appropriate back up to vendors;
11. Serve as clerical support for Business Department, including generating letters, preparing check request, mailing, scanning and filing;
12. Coordinate printed material on hand. Maintain the appropriate level of letterhead, envelopes, postcards, brochures, and inserts. Coordinate reorder when levels are low;
13. Maintain petty cash drawer, document all uses and sources of cash, replenish when necessary;
14. Maintain the list of storage boxes both onsite and offsite along with destruction dates for review by the Business Manager;
15. Coordinate office celebrations (e.g. birthdays);
16. Support Business Manager as needed.

Operations:

1. Main point of contact for the phone system, fax;
2. Responsible for phone system setup including new employee, voicemail, and movement of phones;
3. Perform research and obtains cost comparisons for purchases of minor value office items;
4. Perform daily tasks to keep office equipment in good order and office supplies organized and available, within budget;
5. Order office supplies needed for other staff as requested. Adhere to budget for supplies. Complete related check request forms;
6. Stock bathroom and kitchen supplies;
7. Wipe down kitchen counters, load/unload dishwasher, restock kitchen and straighten up kitchen as needed.

Qualifications:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education/Experience:

High School diploma or equivalent.  Minimum one year general office/clerical experience.  Minimum one year customer service.

Language Ability:

Ability to communicate clearly and professionally while speaking. Ability to read, analyze, and interpret general business documents.  Ability to write concise correspondence including emails. Capture relevant information in case notes when necessary.  Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.

Math Ability:

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.

Reasoning Ability:

Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.  Ability to deal with problems involving several concrete variables in standardized situations.

Computer Skills:

To perform this job successfully, an individual should have intermediate level knowledge and use of Microsoft Word, Outlook and Excel. Ability to type 35 wpm.

Work Environment:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually quiet.

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The employee must occasionally lift and/or move up to 10 pounds.  While performing the duties of this Job, the employee is regularly required to sit; reach with hands and arms and talk or hear.

info@dcil.org