Administrative Specialist

Blackstone Consulting Inc.; San Diego (CA); On-site; USD 52,000 - 56,000; Full time

Job summary

Blackstone Consulting, Inc. is seeking an Administrative Specialist for an onsite role in Walnut Creek, CA. The position focuses on data entry, payroll, billing, and general administrative support within a healthcare security division.

Ideal candidates will have strong MS Office skills, excellent communication, and a proven ability to manage time and confidential information. The role requires a California Guard Card and prior admin experience.

Qualifications

• High School Diploma or GED.
• 1 year of customer service experience.
• Minimum 2 years of administrative assistant/specialist/clerical experience.
• Data entry, payroll and billing experience.
• Microsoft Office Suite proficiency (Word, Excel, Outlook, PowerPoint).
• California BSIS Guard Card.
• Excellent organizational and time-management skills.
• Strong verbal and written communication with attention to detail.

Responsibilities

• Provide courteous, professional interaction with clients and staff.
• Handle office admin tasks: correspondence, reports, mail, meetings, reception.
• Input scheduling and payroll data; reconcile payroll entries and invoices.
• Verify employee hours to contract requirements.
• Process incident reports, compliance paperwork, and requests.
• Maintain Lost and Found log; ensure policy-compliant removals.
• Read and interpret police reports, laws, and procedures.
• Adhere to company policies and local regulations; support security operations.
• May fulfill responsibilities of Healthcare Security Officer as needed, including access control and incident reporting.
• Respond to emergencies and assist in disaster incidents.

Skills

Data entry

Payroll processing

Billing

Time management

Verbal communication

Written communication

Education

High School Diploma/GED

California BSIS Guard Card

Tools

Microsoft Word

Microsoft Excel

PowerPoint

Outlook

Job description

Administrative Specialist

Onsite position: Walnut Creek, CA

Pay: $25.00/hr

About BCI:Blackstone Consulting, Inc. (BCI) is a minority-owned, 9,000 employee, global service provider overseeing account services in food, environmental, facility maintenance, professional staffing, and security. Within our healthcare security division, we help healthcare organizations achieve superior programs and results. This includes our investment in you and your ability to deliver best practices to our client while receiving exceptional training to advance your healthcare career with BCI. Together, we are building a best-in-class healthcare security operation and are looking for top talent to join us in this effort. We are an equal-opportunity employer committed to a diverse workforce. Qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, sexual orientation, gender identity, disability, or protected veteran status.

About the Role

The ideal candidate should possess great communication skills along with Administrative Assistant Skills. The individual must have a solid knowledge of Microsoft Suite programs to include Word, Excel, PowerPoint, Scheduler & Outlook; and a solid history with time management

In this role, the Administrative Specialist will support our security operations in the region by providing logistic and administrative support. They’re responsible for data entry, billing, and payroll duties. Must be extremely organized, flexible, and enjoy supporting a growing organization in an administrative role. In addition, the ideal applicant will have a high level of professionalism and confidentiality, with expertise in Outlook, Excel and PowerPoint and familiarity with billing software. Superior verbal communication skills, strong decision-making ability, and attention to detail are equally important. The company requires and provides a physical screening/exam.

Core Responsibilities

• Provide an atmosphere in which all Client staff, members and visitors know that the Client responds to and cares about their needs; provide a courteous, respectful and pleasant interaction with each client staff, member and/or visitor; presents a good image of BCI, the Client and its Security Department
• Maintain and display good public relations skills when interacting with staff, members and visitors
• Perform a variety of office administrative functions, such as preparing correspondence and reports, processing mail, scheduling meetings, telephone and in-person reception, and filing · Input scheduling/payroll data into an automated resource system and reconcile all payroll entries and invoices
• Verify employee hours worked to contract requirements
• Review and redistribute to appropriate person/department all incident reports, compliance paperwork, internal applications, uniform requests
• Responsible for filing of timesheets, SARS and incident reports
• Accurately maintains the Lost and Found department log and assures all property removal is conducted within appropriate policy requirements and in accord with client standards
• Read and interpret documents such as police reports, local and state law, instructions and procedure manuals
• Adhere to all company policies and procedures and remain in compliance with local, state and federal regulations
• May fulfill the responsibilities, qualifications & competencies of a Healthcare Security Officer, including: control access to client facility, monitor entrances and exits, prepare and submit required reports per Client procedures and observe and watch for signs of crime or disorder and report any suspicious/unusual behavior or hazards by notifying the appropriate party
• Respond to and assist in incidents of disaster: healthcare facility emergency codes, fire, medical emergency, bomb threat, flooding, water discharge, elevator emergency, hazardous material event, inclement weather, and any other emergency incidents
• Perform other administrative duties as needed

Minimum Qualifications

• High School Diploma/GED
• Minimum 1 year of customer service experience
• Minimum 2 years of administrative assistant/specialist/clerical experience
• Data entry, payroll & billing experience
• Microsoft Suite (Word, Excel, Outlook, PowerPoint, etc)
• Strong organizational and time management skills
• Exceptional verbal communication & written communication skills & attention to detail
• California issued BSIS Guard Card

Preferred Qualifications

• Experience working in a healthcare administration or clerical setting
• Experience supporting security teams