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Administrative Specialist
First Merchants Corporation
Fort Wayne, IN, United States
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Description
Position Goals:
Serve as the first point of contact to visitors arriving at the Fort Wayne Regional Headquarters and perform administrative support duties for various departments housed in that building.
Direct Management Received:
Under the general management of the Executive Administrative Specialist.
Direct Management Exercised:
None
Essential Duties and Responsibilities:
1. Perform general administrative support for the building (i.e. greet visitors in person and by phone and assist with routine requests and/or direct to the appropriate person, maintain files, correspondence, assist with projects as assigned by management within the department, photocopying, and scanning documents into Optima, mass-mail distributions, etc.).
2. Maintain inventory and manage the distribution of the Community Project signs for the Commercial Team.
3. Review incoming invoices and prepare vouchers for approval.
4. Create and distribute internal employee communications for the region utilizing consistent brand messaging.
5. Manage room reservations for the building including; room set-up and tear down, equipment requests and food ordering.
6. Inventory control for the building, including but not limited to office supplies, breakroom and conference room supplies, shred bins, printers and multi-function devices.
7. Manage facility needs and requests with appropriate parties.
8. Manage incoming and outgoing mail for the building.
9. Management of parking procedures and validation for employees and customers.
10. Daily opening and securing the main entrance to the building.
11. Maintain building security through the management of visitors, keys, swipe cards, and key fobs.
12. Assist with special events and planning for employees and community outreach.
13. Coordinate the ordering of flowers and send cards for various occasions for the region.
14. Complete all training expectations; adhere to all required compliance policies, procedures, and regulations.
Knowledge, Skills and Abilities:
In addition to the list below, it is understood that all positions with the company require individuals who possess a pleasant and friendly attitude, project sensitivity towards customers and fellow employees, and maintain a neat and clean professional appearance. Core competencies have been identified as relevant to every position within the company and include: Ethics and Integrity, Listening, Business Acumen, Customer Focus, Approachable and Savvy, Action Oriented, Managing Time & Priorities, Work/Life Balance, Composure & Patience, Drive for Results, Self Development & Knowledge, Dealing with Change, Decision Quality, and Informing.
Competencies:
Communication
(Verbal Communication and Written Communication)
• Listens, shows interest
• Demonstrates appropriate non-verbal skills and clarifies with questions and paraphrases
• Informs, encourages the exchange, access and sharing of information
• Modifies communication style appropriately
• Is able to write clearly and succinctly to get messages across to the intended receiver for the desired effect
Functional/Technical Skills
• Understands processes and procedures necessary to successfully perform tasks
• Possesses the technical and computer skills required in the position
• Demonstrates the ability to learn rapidly and adapt quickly to new processes and technology
Managing Time & Priorities
• Uses his/her time effectively and efficiently
• Focuses efforts on important priorities
• Accomplishes more tasks and assignments in less time
• Can attend to several priorities at a time
• Eliminates roadblocks and stays focused
• Plans daily tasks so important work is accomplished
• Uses workplace tools, technology or personal methods to keep track of priorities and assignments
• Prioritizes and works on multiple tasks effectively while maintaining high quality work results
Working Relationships
(Boss Relationships and Peer Relationships)
• Works well in cooperation with others for the benefit of the company
• Receives and carries out instruction in a positive manner
• Responds well to constructive critique from manager and peers
• Remains open to learning and coaching
• Viewed as a team player by being cooperative and collaborative
Action Oriented
• Performs work with energy and drive
• Values planning
• Will take quick decisive action when an opportunity presents itself
Problem Solving
• Uses logic, analysis and methods to define problems and offers useful solutions
• Looks beyond the obvious to find more than one option/solution to choose from
• Can find common ground and solve problems for the good of all involved
• Gains perspective by asking others for their input before implementing solutions
Organizing
• Can gather and use resources to get things done
• Can multi-task to accomplish goals
• Keeps information and files arranged to accomplish work
Requirements
Position Requirements:
Education - High School diploma or equivalent (GED).
Experience - Over one (1) through there (3) years of related office experience.
Other - None
Preferred Requirements:
Experience working in a multi-department administrative role.
Microsoft Word and Excel experience.