Administrative Specialist

Job Description

Job Description

ADMINISTRATIVE SPECIALIST - CONTRACTS AND FACILITIES - TRAVERSE CITY

This is an administrative position designated for Contracts/Facilities Management which provides advanced administrative support. Must have ability to multi-task with frequent interruptions and prioritize tasks on an ongoing basis. This position requires considerable knowledge of rules, regulations, policies, procedures and the exercise of initiative, independent judgment and discretion in sharing information. High level computer skill set to learn, navigate and work in diverse software programs. This includes Agiloft (contracts), PCE (Nola rate setup), CRM (Customer Relationship Management for universal credentialing), DocuSign (electronic signatures for contracts) and various other platforms as assigned. Advanced level knowledge of Microsoft applications and Excel. New assignments are received in general outline and employee is expected to proceed with minimal supervision.

ESSENTIAL FUNCTIONS:

• Function as an Administrative Specialist for the Contracts and Facilities Manager.

• Answer, screen, and direct incoming calls for Contracts and Facilities Team.
• Prepare and compile correspondence and reports related to contracts and facilities management functions.
• Assist with establishing, maintaining, and distributing databases, files, and other documents as requested.
• Work with Finance Department to find solutions to payment issues.
• Work with supervisor on capital facilities plan to organize and track approved project expenditures.
• Assisting with bidding projects which include making contact, explaining and organizing bidding documents.
• Assist with scheduling meetings, video conference equipment, prepare agendas, and take meeting minutes as assigned.
• Provide guidance, direction and information to employees and supervisors regarding contract and facility issues or concerns.
• Assist with policy and procedure reviews to ensure Contract and Facilities Management policies are followed.
• Attend and take minutes for Contract and Facilities team meetings.
• Work with maintenance workers regarding submission of invoices and receipts in a timely manner.
• Provide administrative support to help maintenance workers focus on projects and tasks.
• Work with Residential Services Administrator regarding purchase of supplies for Board operated homes.
• Maintain excellent relationships with contractors, Facilities and Contracts staff and CMH staff.
• Make recommendations for continuous quality improvement in the delivery of services.

QUALIFICATIONS:

• Associates degree in business or a related field (preferred)
• Minimum of five (5) years of experience in secretarial and general office work
  • Preference for business administration experience
• Advanced computer and organizatonal skills (required)

PAY: $53,270 - $60,270

BENEFITS:

• Medical Insurance (4 options)
• Dental Insurance (2 options)
• Vision Insurance (2 options)
• Health Savings Account
• Healthcare and dependent care flex spending account
• MERS Retirement Plan (with Employer matching up to 5%)
• Paid Time Off (18 days in 1st year)
• Holidays (13 days)
• Employee Assistance Program
• Short Term Disability
• Long Term Disability
• Accidental Death & Dismemberment Insurance

WORKING CONDITIONS/ PHYSICAL REQUIREMENTS:

• This position may require irregular hours.
• This position may require travel by personal vehicle if an agency vehicle is not available.
• The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• Occasionally: lifting up to 25 lbs. with or without assistance, stretching/reaching, exposure to blood borne pathogens and infectious disease, exposure to hazardous material, stooping (bending at waist)
• Frequently: hand/finger dexterity, talking in person

NLCMHA EEO Statement

Northern Lakes CMH Authority is an equal opportunity employer and is committed to fostering a work environment that respects the dignity and worth of each individual and is free from all forms of employment discrimination, including harassment, because of race, color, sex, gender, age, religion or religious creed, national origin, ancestry, citizenship, marital status, sexual orientation, gender identity, gender expression, genetic information, physical or mental disability, military or veteran status, or any other characteristic protected by law . Northern Lakes CMH Authority will provide reasonable accommodations to individuals with disabilities or based on sincerely held religious beliefs, in accordance with applicable laws. H iring decisions are based exclusively on merit, qualifications and business needs.

Improving the overall health, wellness, and quality of life of our individuals, families and communities we serve.

Company Description

Improving the overall health, wellness, and quality of life of our individuals, families and communities we serve.