Job Description
Job DescriptionDescription:
The Administrative Support Specialist provides comprehensive administrative and clerical support to program leadership and staff in a fast-paced office environment. This role performs a wide range of administrative duties requiring strong organizational skills, attention to detail, and excellent communication abilities.
The Administrative Support Specialist serves as the initial point of contact for visitors and callers, manages calendars, organizes meetings, maintains records, supports timekeeping functions, and ensures smooth day-to-day operations. The role requires professionalism, reliability, and the ability to work independently while supporting a diverse team.
Key Responsibilities
- Administrative & Clerical Support: Performs standard and nonstandard administrative tasks to support office operations, including drafting routine correspondence, preparing documents, and managing communication workflows.
- Reception & Customer Interaction: Maintains the reception area; greets visitors; answers phone calls and email inquiries; provides accurate information; and routes questions to appropriate personnel in a timely, professional manner.
- Calendar Management: Manages multiple calendars for supervisors and project leads; schedules appointments; determines which requests to handle directly versus escalate; and ensures timely communication of meeting details.
- Meeting Coordination: Schedules meetings and teleconferences; reserves conference rooms; prepares agendas and materials; and records meeting minutes.
- File & Record Management: Designs, organizes, and maintains filing systems; manages administrative, personnel, and operational records; and maintains documentation related to timekeeping, reports, correspondence, and recurring tasks.
- Timekeeping Support: Assists with time and attendance entry and tracking using designated systems; runs attendance reports; and supports compliance with internal timekeeping procedures.
- Data Entry & Reporting: Accesses internal databases to gather information, verify data accuracy, and prepare administrative or budget-related reports.
- Operational Workflow Management: Supports communication and workflow processes across the office to ensure timely dissemination of information among staff and leadership.
- Office Technology & Systems: Utilizes Microsoft Word, Excel, Access, Outlook, and standard office equipment to complete administrative tasks.
- Customer Service: Provides high-quality administrative support to staff, partners, and the public; demonstrates professionalism, tact, and strong interpersonal skills.
Requirements:
Education & Experience
Minimum Requirements:
- High School diploma
- At least one (1) year of administrative or clerical experience
Preferred Requirements:
- Two (2) years of administrative support experience
- Experience in a professional services, government, or operational support environment is helpful
Knowledge & Skills
- Proficiency with Microsoft Office applications, including Word, Excel, Access, and Outlook
- Strong written and verbal communication skills
- Ability to prepare documents, correspondence, presentations, and reports
- High attention to detail with strong organizational and multitasking abilities
- Ability to conduct online research and compile information
- Ability to meet planned and unplanned deadlines while balancing multiple priorities
- Strong interpersonal and customer service skills
- Ability to maintain professionalism and confidentiality at all times
- Ability to work independently in a fast-paced environment
- Ability to obtain and maintain a federal security clearance is required
- Business-casual attire and professional conduct required
Work Schedule
Consistent, full-time onsite work expected Monday – Friday, eight hours per day, supporting a dynamic and fast-paced office environment.
Americans with Disabilities Specifications
Physical Demands: This position requires prolonged periods of computer use, typing, and document review. The role involves frequent standing and walking to support front-desk responsibilities, greet visitors, and deliver documents within the office. Occasional lifting of files, office supplies, or small packages up to 20 pounds may be required. Reasonable accommodations may be provided to enable individuals with disabilities to perform essential job functions.
Work Environment: This role is performed onsite in a professional office environment in Phoenix, Arizona. The position requires regular interaction with internal staff, visitors, and external partners. The environment may involve frequent interruptions, shifting priorities, and time-sensitive requests, requiring professionalism, adaptability, and strong organizational skills.
Pay & Benefits
Pay offered will be commensurate with experience for individuals in similarly situated roles. FP&C offers a competitive benefits package including:
- Health, Dental and Vision Insurance
- Group Life, Short-Term Disability, and Long-Term Disability Insurance
- 401K with company match
- Paid Time Off and Holidays
- Supplemental Benefits
EEO Statement
FP&C is an equal opportunity employer, and we are committed to seeking, employing, and treating all employees and applicants for employment without discrimination based on all characteristics protected by federal, state and/or local laws. Applicants can learn more about the company’s status as an equal opportunity employer by viewing the federal “EEO is the Law” poster: https://www.eeoc.gov/poster.