Administrative Office Specialist

Casella Waste Systems, Inc.

Fairfield (ME)

On-site

USD 28,000 - 30,000

Full time

26 hours ago

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Benefits offered by this job

Medical

Dental

Vision

Life & Disability Insurance

Maternity & Parental Leave

Flexible Spending Accounts

401K

Employee Assistance Plan

Wellness Incentive

Tuition Assistance

Career Pathways

Job summary

Casella Waste Systems, Inc. is seeking an Administrative Office Specialist to provide professional clerical and administrative support across the division.

Responsibilities include handling mail, filings, scheduling, and reporting while assisting managers, employees, and customers. The role emphasizes accurate data management, effective communication, and reliable support for onboarding and travel arrangements.

Qualifications

High School Diploma or equivalent with 0-2 years in admin
Strong MS Office proficiency (Word/Excel/PowerPoint/Outlook) required
Good listening, communication and problem-solving skills

Responsibilities

Manage daily workflows of outgoing and incoming mail and communications
Coordinate filing, records management, and data entry to keep information organized
Answer calls and route inquiries to appropriate staff
Assist in onboarding paperwork, benefits enrollment, and new hire processes
Make travel arrangements for managers and support office needs
Support managers with reporting, correspondence, and general administrative tasks
Order office supplies to maintain inventory and support facility operations

Skills

Customer service

Communication

Teamwork

Problem solving

Education

High School Diploma or equivalent

Tools

MS Office

Job description

Position Summary

The Administrative Office Specialist provides professional clerical and administrative support to the division by providing support to managers, employees, and customers, assisting in daily office needs, and managing the company’s general administrative activities. The incumbent supplies information to callers, maintains files, organizes and maintains schedules and appointments, generates standard reports, and produces correspondence.

This role involves a high volume of customer service activities as part of day-to-day operations.

Hiring Range: $20.00-$22.00 per hour

This position is full-time on-site, Monday through Friday from 8am-5pm!

Key Responsibilities

Manages daily workflows of outgoing and incoming mail in a timely manner.
Communicates with vendors in a professional manner to collect invoices and processes information for accounts payable.
Performs filing of safety records, procedures, and employee personnel records to ensure data is organized and up to date.
Monitors stock of office supplies and places an order when needed to ensure adequate inventory of critical supplies.
Provides general administrative and clerical functions including scanning, filing, faxing, and copying to support facility needs.
Handles incoming and outgoing calls for other office staff and routes employee and customers inquiries to the proper personnel.
Composes and updates regular correspondence such as invitations and informative materials to ensure consistency throughout the division.
Assists new hires with onboarding paperwork, benefits enrollment, and other necessary information pertaining to their employment.
Makes travel arrangements for managers when travel to other business locations is necessary.
Participates in training and other learning opportunities to expand knowledge of the company, products, sales and services and performs any other duties needed to help drive our vision, fulfill our mission, and/or abide by our core values.

Career Path Definitions & Distinctions:

Administrative Office Specialist I: Has 0-2 years of progressively complex experience in the administrative support field. Demonstrates basic knowledge of Casella’s business products and services and the waste industry. Can effectively manage assigned projects, including filing, mailing, and ordering of supplies. Can effectively take calls from customers, and direct visitors only asking for assistance when needed.

Administrative Office Specialist II: Has years 2-4 of progressively complex experience in the administrative support field. Has a solid understanding of Casella’s business products and services and the waste industry. Prepares reports, completes data entry, receives and responds to customer correspondence, and schedules meetings for on site managers.

Administrative Office Specialist III: Has 4-6 years of progressively complex experience in the administrative support field. Support managers and other employees by, coordinating mailing, arranging meetings and conference calls, and directing customers to the proper departments. Produce special project reports as needed, support and update databases, run queries, develop database reports, and coordinate mailings. Demonstrates an ability to mentor and train other administrative staff. Has started to build strong relationships with home office and divisional employees at various levels within the organization.

Office Manager: 6+ years of progressive leadership experience in the administrative and office management field. Demonstrates highly integrated knowledge and competence in several technical areas of customer service and office management and has built strong relationships with home office and divisional employees at various levels in the organization. Provides training and mentoring to business service staff. Works with Payroll and Human Resources departments to process new hire onboarding paperwork, benefits enrollment, and answer questions pertaining to their employment. Takes on additional responsibilities and asks for additional projects, reviews daily work order reports of others, handles escalations and knows who and when will need to know of the issues, supervises the team when needed. Is extremely reliable and accurate.

Education, Experience & Qualifications

The successful candidate will have a High School Diploma or equivalent, 0-2 years of administrative experience and a demonstrated ability to work as part of a team in a collaborative environment.

Outstanding relationship management skills, excellent listening, communication, customer service and problem solving skills are required. Demonstrated proficiency with MS Office (Word, PowerPoint, Excel, and Outlook) and proficiency in administrative and clerical procedures and systems are necessary. Versatility, flexibility, and willingness to work changing priorities is expected.

Attributes

Positive, team-oriented individual who is proactive and efficient with strong problem-solving skills and is results-oriented with the ability to see the larger picture while focusing on detailed information. Outstanding attention to detail, prioritization skills and an ability to accommodate frequent interruptions is essential.

Benefits