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About the Role

The Administrative Specialist performs a wide range of administrative support duties for a designated business unit, following well-defined procedures in a fast-paced, team-oriented environment. This role prepares and manages documents, reports, and spreadsheets; maintains files and calendars; and supports internal staff and external recipients with accurate, timely, and professional administrative services. The position requires strong attention to detail, effective communication skills, and the ability to handle changing priorities while delivering high-quality work.

Responsibilities

Perform basic administrative duties under immediate supervision, following established and well-defined standard procedures.
Prepare documents, reports, spreadsheets, and other materials needed to support the business unit.
Create, edit, and format documents using Microsoft Word and Microsoft Excel.
Use Microsoft Outlook to manage email communications, schedule meetings, and maintain calendars.
Utilize Microsoft PowerPoint and other department software and systems as needed for presentations and reporting.
Maintain organized file systems, both physical and electronic, for case-related and departmental materials.
Manage and update calendars to support departmental scheduling and coordination.
Listen to and understand written and verbal instructions, and seek clarification when necessary.
Communicate clearly and professionally with co-workers, other employees, customers, and external parties.
Work effectively and productively with others, actively assisting colleagues with assignments to maintain department productivity.
Provide responsive customer service by answering questions, referring inquiries to appropriate staff, and learning departmental functions to assist more effectively.
Exhibit concern, sensitivity, and professionalism when interacting with judges, attorneys, and other parties who may have differing or adverse dispositions.
Apply basic education and training to job responsibilities, demonstrating initiative to handle assignments beyond routine tasks.
Ask questions and seek guidance when unsure how to handle an assignment, ensuring accuracy and compliance with procedures.
Exchange documents with various courts, administrative agencies, and opposing parties, including daily pedestrian travel within approximately a five-block range, using a company vehicle when travel extends beyond that range.
Serve large numbers of parties to a case by delivering materials via hand-delivery, courier services, USPS mail, overnight courier, and email.
Coordinate and execute large-volume mailings, including events with 1,000 or more recipients.
Maintain comprehensive and accurate file systems for all distributed and received materials.
Ensure all materials and communications are accurate, recognizing that attention to detail is an absolute necessity.
Perform data organization tasks, ensuring information is properly structured for mailings, reporting, and recordkeeping.
Use Adobe Acrobat, when applicable, for document labeling and editing to prepare materials for distribution.
Perform mail merges using Microsoft Excel and Word for letters and mailing or shipping documentation.
Use applications such as Stamps.com, FedEx, and similar tools to manage mailing and shipping processes.
Type at a minimum of 60 words per minute to support timely document creation and data entry.
Adapt to changing priorities with little forewarning and reorganize tasks to meet deadlines.
Participate actively in a teamwork-focused environment, contributing to clear communication and shared goals.
Carry out various other administrative tasks as needed to support the department and business operations.

Requirements

High school diploma or GED.
At least one year of administrative work experience.
Demonstrated computer proficiency with Microsoft Office products, including Word, Excel, Outlook, and PowerPoint.
Ability to organize data, documents, and processes in a clear and efficient manner.
Strong oral and written communication skills for internal and external interactions.
Good analytical and problem-solving skills to handle assignments and resolve routine issues.
Ability to listen carefully to instructions and apply them accurately.
Capacity to work effectively and productively within a team environment.
Customer-focused mindset with the ability to respond to questions and direct inquiries appropriately.
Attention to detail and commitment to producing accurate, error-free materials.
Ability to function in a fast-paced environment with frequently changing priorities.
Typing speed of at least 60 words per minute.
Experience using Microsoft Word and Microsoft Excel in a professional setting.

Skills

Adobe Acrobat
Stamps.com
FedEx
Microsoft Office Suite
Microsoft Word
Microsoft Excel
Microsoft Outlook
Microsoft PowerPoint
Customer Service
Data Organization
Document Preparation
Email Management
File Management
Interpersonal Communication
Mail Merging
Mailing and Shipping Processes
Problem-Solving
Reporting
Scheduling
Teamwork
Typing (60 WPM)
Professionalism
Attention to Detail
Adaptability
Initiative

Location

Austin, TX

Work Type

Contract
Onsite

Experience Level

At least one year of administrative work experience

Education Level

High school diploma or GED

Salary/Compensations

$19.00 - $22.00/hr

Benefits

Medical, dental & vision
Critical Illness, Accident, and Hospital
401(k) Retirement Plan – Pre-tax and Roth post-tax contributions available
Life Insurance (Voluntary Life & AD&D for the employee and dependents)
Short and long-term disability
Health Spending Account (HSA)
Transportation benefits
Employee Assistance Program
Time Off/Leave (PTO, Vacation or Sick Leave)

About the Company

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® Platinum Award winner for both client and talent service.

Equal Opportunity

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.
If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email astoncarteraccommodation@astoncarter.com for other accommodation options.
Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.
It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.
We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.