37 Administrative Staff jobs in Birmingham

• Answer and direct incoming phone calls in a courteous and professional manner
• Respond to emails and manage general correspondence
• Perform filing, scanning, and data entry tasks
• Greet and assist visitors and clients
• Maintain office supplies and organize inventory
• Assist with scheduling meetings and managing calendars
• Support various departments with administrative tasks as needed such as Accounts payable/receivable and collections.
• Ensure the office environment remains clean and organized

• High school diploma or equivalent; additional administrative training is a plus
• Previous office or administrative experience preferred
• Proficient in Microsoft Office Suite (Word, Excel, Outlook)
• Strong communication and interpersonal skills
• Ability to multitask and prioritize effectively
• Dependable, punctual, and detail-oriented
• Previous knowledge of accounts receivables/payables

• Providing administrative and clerical support.
• Operates a personal computer and peripheral equipment to produce a variety of civilian and military correspondence, spreadsheets, charts, reports and graphs, using a wide variety of software programs.
• Screens incoming telephone calls, determining those which can be answered, and those which must be referred.
• Transmits and receives documents and messages electronically using PC network or links to other computers.
• Assists in the registration process for several programs.
• Routes incoming mail to staff and work sections.
• Maintains subject matter files and records.
• Responsible for correct spelling, punctuation, and proofreading of typed materials.
• Enters data produces a variety of reports and recaps.
• Exceeds customer service expectations with an emphasis on courtesy and finding solutions.
• Acknowledge customers with a positive attitude and respectful interactions.
• Asks questions to determine, verify and solve problems.
• Checks for satisfaction on the quality of goods and services.
• Takes action to solve problems quickly.
• Alerts the higher-level supervisor, or proper point of contact for help when problems arise.
• Maintains confidentiality when collecting Personally Identifiable Information.

• Must have a minimum of two years' experience in the performance of a variety of clerical duties, such as typing, filing, record keeping, etc.
• Must be proficient in Microsoft Office: Excel, Word, Power Point, Outlook (email), Windows, Social Media Platforms, and navigating the web.
• Must have excellent oral and written communications skills.
• Must have excellent customer service and self-organization skills.
• Applicants must have the ability to maintain effective working relationships with all levels of employees, both inside and outside the organization.
• Association (AHA) Basic Life Support (BLS).
• Trained in Basic First Aid.
• Employees shall have at least one year of general experience that demonstrates the following:
  • The ability to greet and deal tactfully with the public.
  • Capability of understanding and applying written and verbal orders, rules, and regulations. All personnel shall be literate and be able to interpret printed rules and regulations, detailed written orders, training instructions and materials, and must be able to compose reports.
  • Good judgment, courage, alertness, an even temperament, and render satisfactory performance through knowledge of his/her position responsibilities.
  • Ability to maintain poise and self-control during situations that involve mental stress, such as fires, explosions, civil disturbances, and building evacuations.

• Possess a high school diploma or equivalent.

• This position is considered hazardous duty.
• Required to walk unaided at a normal pace for up to 5 minutes and maintain balance.
• Required to jog/fast walk up to ¼ mile.
• Requires physical exertion such as lifting objects greater than 30 pounds.
• Required to perform CPR/emergency care standing or kneeling.
• Must have the ability to assist sick, injured, or aging patients or staff exiting the building (may require lifting, dragging, wheeling, or carrying someone who weighs significantly more than self).
• Must be able to see, hear and smell with aids if necessary.
• Must be able to lift, push, or carry 30 pounds.
• Must perform the duties of my job in a stressful and often austere environment without physical limitations.
• Sitting and/or standing for extended periods of time.
• Average manual dexterity for computer operation.
• Phone or computer use for extended periods of time.

• Minimum of 21 years of age.
• Must maintain current/physical residency in the continental U.S.
• Pass a medical examination conducted by a licensed physician within 30 days prior to initial assignment.
• Be a U.S. citizen or a person lawfully admitted into the U.S. for permanent residence.
• Have resided in the U.S. for the last five years (unless abroad on official U.S. government duty).
• Successfully engage in and complete a thorough Background Investigation.
• Poses or have ability to obtain required security clearances.
• Proficiency in Spanish is preferred.

Length of Assignment: 4 months

• Process, track, and coordinate the completion of staff timesheets and procurement card reports.
• Assist in the tabulation, tracking, and development of critical project statistical information, including assisting in the development and publication of weekly and monthly project reports.
• Organize and catalog key project files (change notice request forms, summary of award forms, sole source forms, records of decision).
• Gather information, assimilate, develop, and finalize extensive monthly project status PowerPoint presentations.
• Fill in for executive administrators when needed.
• Perform various administrative office duties, including maintaining office supplies, coordinating meetings and events, managing travel arrangements, coordinating office relocations, creating and tracking project correspondence, and performing miscellaneous assignments as directed.

• Experience in administrative assistant or accounting roles.
• Experience in invoice processing.
• Experience in contract and purchase order submission.
• Ability to work onsite Monday to Friday in Birmingham, AL.

For immediate consideration, please click APPLY.

• Managing time and expense reporting while ensuring compliance with Corporate Policies and General Accounting Procedures
• Providing administrative support to management with professionalism and confidentiality
• Providing excellent customer service with an eagerness to support internal and external customers
• Managing records and files
• Coordinating plant tours
• Supporting Human Resource and Hiring Managers with administrative support for interviews
• Supporting welcoming and orientation of new employees
• Supporting meetings as a scribe
• Coordinating, organizing, planning, and executing meetings and events at the plant level
• Managing travel arrangements for management
• Processing incoming/outgoing mail
• Ordering office supplies on a regular basis
• Handling building services including coordinating meetings, catering, etc.
• Administering procurement card transactions
• Assist in the tabulation, tracking, and development of weekly and monthly HR reports

• High School Diploma highly desired

• 3-5 years experience in an administrative support role
• Additional training and/or experience in relevant skills is preferred

• Excellent listening and telephone communication skills
• Strong organization, prioritization, and time management skills
• Excellent verbal and written communication skills
• Excellent customer service and interpersonal skills
• Excellent computer skills with proficiency in Word, Excel, PowerPoint and Outlook
• Proficient with MAXIMO, ORACLE, POWERPLANT or have demonstrated the ability to learn and use other computer systems
• Must be able to work efficiently with minimum supervision
• Ability to analyze, make decisions and anticipate next steps
• Ability to resolve issues within the scope of information and authority and to refer to others, as appropriate
• Ability to complete tasks accurately and within timelines
• Ability to handle sensitive and confidential information appropriately

• Must be able to effectively interact with all levels of management.
• Team player and model Our Values.
• Confidentiality, integrity, initiative, and professionalism
• Positive attitude and a commitment to providing excellent customer service
• Self-motivated in job duties and personal development
• Disciplined and adaptable