Job Description

Position Title: Administrative Support Assistant

Location:

Office of Administration – Facilities Management, Design and Construction (OA-FMDC)

Work Schedule:

Monday through Friday

8:00 AM to 5:00 PM (excluding weekends and state holidays)

Estimated 20 hours per week per position (flexible within stated hours)

Position Type: Temporary / Part-Time

Job Summary:

The Office of Administration – Facilities Management, Design and Construction (OA-FMDC) is seeking Temporary Administrative Support Assistants to provide essential front-line administrative services and general support to ensure the efficient operation of the Chesterfield State Office Building. This position plays a critical role in maintaining smooth business operations and upholding a high standard of customer service for internal and external stakeholders.

Key Responsibilities:

• Serve as the first point of contact for the Chesterfield State Office Building, managing front desk and reception duties with professionalism and efficiency.
• Answer and direct incoming phone calls, respond to inquiries, and courteously greet visitors and guests.
• Coordinate and track deliveries, as well as facilitate distribution of State ID badges.
• Sort and distribute incoming mail and packages; maintain logs and relevant records accurately.
• Coordinate with appropriate departments to request maintenance and housekeeping services.
• Support administrative functions by preparing, reviewing, and processing various business documents in coordination with the East Region Service Level Manager and Lead Admin Support Assistant.
• Create, maintain, and update filing systems (electronic and physical), using tools such as Microsoft Office Suite, SharePoint, Adobe, and OneDrive.
• Collaborate with internal staff, contractors, state agencies, and the public to ensure the timely completion of operational tasks.
• Ensure compliance with office policies, procedures, and security protocols.
• Assist with special projects and perform other administrative tasks as assigned.
• Operate under general supervision with openness to feedback and direction for performance improvement.

Required Skills and Qualifications:

• Prior administrative , clerical , or customer service experience strongly preferred.
• Proficiency in Microsoft Office (Word, Excel, Outlook), Adobe , and other office productivity tools.
• Excellent verbal and written communication skills.
• Strong organizational skills and attention to detail.
• Ability to prioritize tasks and manage time effectively in a fast-paced environment.
• Professional demeanor with a customer-focused approach.
• Ability to work independently as well as part of a team.

Aadditional Requirements:

Background Check: All candidates must pass a fingerprint-based criminal background check prior to assignment.

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