Administrative Support Specialist

Iannarino Fullen Group; Phoenix (AZ); Hybrid; USD 35,000 - 45,000; Full time

Job summary

Iannarino Fullen Group in Phoenix, AZ is seeking an Administrative Support Specialist to provide day-to-day administrative support for the district, with a hybrid work model and a focus on accurate records and strong customer service.

You will handle calls, mail, file management, data entry, and document organization across Microsoft and Google platforms, collaborating with teams to maintain efficient operations and reliable communications.

Qualifications

• High School Diploma or equivalent required.
• Excellent customer service and communication skills.
• Strong administrative and organizational abilities.
• Proficiency with data entry and maintaining accurate records.
• Ability to manage mail, correspondence, files, and documents efficiently.
• Strong attention to detail and accuracy.
• Ability to maintain inventory and track equipment and supplies.
• Comfortable working with electronic files and document management systems.
• Ability to learn and utilize Microsoft and Google platforms.
• Strong time-management skills and ability to prioritize multiple tasks.
• Ability to work independently while also supporting a team.
• Professional demeanor and dependable work ethic.

Responsibilities

• Provide professional and responsive customer service to internal and external customers.
• Answer, screen, and route incoming district phone calls to the appropriate department or individual.
• Administer unit communications and routine correspondence.
• Process and distribute incoming and outgoing district mail.
• Monitor, receive, and distribute incoming fax correspondence.
• Maintain contact lists, distribution lists, and general correspondence directories.
• Communicate with external agencies as needed regarding routine district correspondence.
• Perform accurate data entry and maintain administrative records.
• File, scan, organize, and retrieve documents as needed.
• Review, compile, and electronically store documents in the appropriate folders.
• Rename and organize electronic files according to established naming conventions.
• Assist with moving and organizing files between Microsoft and Google platforms.
• Scan documents for various areas throughout the district.
• Review and verify the accuracy of unit forms and documents.
• Verify website links and information related to Property Tax materials.
• Develop, review, and maintain standard work procedures.

Skills

Customer service

Communication

Administrative

Organizational abilities

Data entry

Record keeping / documentation

Time management

Independence / teamwork

Professional demeanor

Education

High School Diploma or equivalent

Tools

Microsoft Office

Google Workspace

Job description

Schedule: Hybrid – Approximately 3 days onsite / 2 days remote

Education: High School Diploma or equivalent

Position Overview

We are seeking a highly organized and customer-focused Administrative Support Specialist to provide day-to-day administrative support for the district. This position requires strong communication, attention to detail, data entry, organization, and customer service skills. The ideal candidate will be comfortable managing multiple administrative responsibilities while maintaining accurate records and meeting established procedures.

Key Responsibilities

Customer Service & Communications

• Provide professional and responsive customer service to internal and external customers.
• Answer, screen, and route incoming district phone calls to the appropriate department or individual.
• Administer unit communications and routine correspondence.
• Process and distribute incoming and outgoing district mail.
• Monitor, receive, and distribute incoming fax correspondence.
• Maintain contact lists, distribution lists, and general correspondence directories.
• Communicate with external agencies as needed regarding routine district correspondence.

Records, Documents & Data Management

• Perform accurate data entry and maintain administrative records.
• File, scan, organize, and retrieve documents as needed.
• Review, compile, and electronically store documents in the appropriate folders.
• Rename and organize electronic files according to established naming conventions.
• Assist with moving and organizing files between Microsoft and Google platforms.
• Scan documents for various areas throughout the district.
• Review and verify the accuracy of unit forms and documents.
• Verify website links and information related to Property Tax materials.
• Develop, review, and maintain standard work procedures.

Qualifications & Skills

• High School Diploma or equivalent required.
• Excellent customer service and communication skills.
• Strong administrative and organizational abilities.
• Proficiency with data entry and maintaining accurate records.
• Ability to manage mail, correspondence, files, and documents efficiently.
• Strong attention to detail and accuracy.
• Ability to maintain inventory and track equipment and supplies.
• Comfortable working with electronic files and document management systems.
• Ability to learn and utilize Microsoft and Google platforms.
• Strong time-management skills and ability to prioritize multiple tasks.
• Ability to work independently while also supporting a team.
• Professional demeanor and dependable work ethic.