Office Support Specialist

Ccdoc; Charlotte, Northern (NC, KY); Hybrid; USD 40,000 - 48,000; Full time

Job summary

CCDOC is seeking an Office Support Specialist in Charlotte, NC to provide comprehensive administrative, front desk, and project coordination support. The role includes handling financial documents, maintaining confidential records, and ensuring professional participant service in a HIPAA-compliant environment.

Ideal candidates have 3+ years of administrative experience, proficiency in Microsoft Office, and may hold a Notary Public certification.

Qualifications

• Prior administrative support experience is required.
• 3+ years of related office support experience preferred.
• Proficient in Microsoft Office.
• Notary Public certification is preferred.
• Bilingual Spanish skills highly preferred.
• Be prompt, accurate, and courteous; communicate effectively.

Responsibilities

• Provide direct assistance and/or back-up support for a variety of administrative tasks.
• Prepare financial and administrative documents (check requests, payment requests, travel authorizations, expense reports) per policy.
• Maintain confidential filing systems, databases, records, and tracking systems.
• Greet visitors, answer and direct calls, maintain professional reception area.
• Screen calls, visitors, and correspondence; prioritize urgent matters.
• Perform front desk and administrative duties (copying, scanning, data entry, records management).
• Maintain confidentiality of participant, employee, and organizational information (HIPAA compliance).

Skills

Bilingual Spanish (preferred)

Professional communication

Education

Associate's degree in accounting

Tools

Microsoft Office

Notary Public certification

Job description

POSITION SUMMARY:

The Office Support Specialist provides comprehensive administrative, front desk, and project coordination support to ensure the efficient operation of the office and the successful execution of organizational initiatives. This position supports staff with tasks, coordinates administrative functions, prepares financial and operational documentation, and organizational support while maintaining confidentiality, professionalism, and exceptional participant service.

KEY RESPONSIBILITIES:

• Provide direct assistance and/or back-up support to other staff for a variety of administrative tasks ranging from transcription, composing notes/documents/emails, preparing written communications and materials, and providing other miscellaneous types of assistance as needed.
• Prepare check requests, payment requests, purchase requisitions, reimbursement requests, travel authorizations, expense reports, and other financial and administrative documents in accordance with established policies and procedures.
• Maintain confidential electronic and paper filing systems, databases, records, and tracking systems to ensure accurate recordkeeping and timely retrieval of information.
• Greet visitors, answer and direct incoming telephone calls, respond to inquiries, and maintain a professional and service-excellence reception area.
• Screen calls, visitors, and correspondence, prioritizing matters requiring immediate attention.
• Perform general front desk and administrative duties, including copying, scanning, filing, data entry, records management, document preparation, and responding to routine inquiries.
• Maintain confidentiality of participant, employee, and organizational information while ensuring compliance with HIPAA and agency policies.

OTHER RESPONSIBILITIES:

• Participates in staff meetings, staff training, and development activities
• Prepares and maintains a reference manual for assigned position.
• Performs other duties as assigned.

Requirements

• Education.
• An associate's degree in accounting is preferred.
• Experience/Skills.
• Prior administrative support experience required, and candidates with 3+ years of related office support experience preferred
• Proficiency in Microsoft Office
• Must be able to operate proficiently within various databases.
• Notary Public certification is preferred.
• Bilingual Spanish skills are highly preferred
• Additional Skills required: be prompt, accurate, and courteous; communicate effectively; work effectively with staff and volunteers; operate routine office equipment; plan, organize, direct and coordinate business operations; read, interpret, and utilize detailed financial reports; enter data into and retrieve data from computerized databases.

Physical.

The physical requirements described here are representative of those that must be met by an employee to successfully perform the Responsibilities of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the position's Responsibilities.

• The position requires the ability to sit or stand for prolonged periods; frequent keyboard use/repetitive hand motion; visually review financial reports and enter information into online platforms; occasional reaching/pushing/pulling/working overhead; occasionally lifting/carrying up to 10 lbs.

WORKING ENVIRONMENT:

• Onsite, professional office setting
• Minimal travel and some work beyond the scheduled workweek.
• Must be available on Mondays and Wednesdays