Central Services Specialist
Summary: This position serves as one of several members of a team responsible for providing services and resources that result in a safe, satisfying, and efficient physical work environment. Duties include but are not limited to specialized administrative tasks, user support for standard desktop software and equipment, shared drive management, inventory control and distribution of supplies and equipment. Individual accountabilities and work volume will be established through the development of annual Success Objectives, within the framework outlined below.
Essential Duties and Responsibilities:
- Serves as super-user resource for standard desktop software applications and equipment; assists HAIT with implementation of new general technology initiatives. Maintains shared drive permissions in accordance with established policies and procedures.
- Communicates status of ongoing IT projects to end-users in a timely and effective manner.
- Coordinates and implements the policies and procedures for the selection, ordering, delivery and installation of all IT purchases in conjunction with HABS IT.
- Provides inventory control for the organization, including but not limited to computer equipment, mobile devices and other electronic equipment and accessories, office and program supplies and other standard workplace equipment.
- Resolves routine technology and office systems problems and refers non-routine problems to appropriate channels.
- Assumes a leadership role and maintains an appropriate professional demeanor towards co-workers, visitors, clients, supervisors and other non-personnel.
- Provides full central mailroom services, including processing of incoming and outgoing mail and parcels shipping and receiving, supply distribution, scheduling of messenger service,
- Performs non-specialized tasks, as needed, including but not limited to word processing, filing, data entry, and directing correspondence in accord with Organizational standards (i.e., First Impressions Standards) and organizational guidelines.
- Coordinates conference room arrangement/set up as requested in meeting request.
- Analyzes and performs specialized database entry for e-Requestor and calendar management, including but not limited to entering and receiving orders in system, reviewing bills and statements, , assigning cost centers and obtaining necessary approvals.
- Coordinates and implements the policies and procedures for the selection, ordering and delivery of office supplies & equipment
- Sets up, produces and delivers reproduction orders.
- Coordinates new hire onboarding and staff moves and office arrangements/set-up with regard to office space, furniture, equipment, supplies, keys, fobs, and other services.
Adheres to professional standards as outlined by governmental bodies, National Association of Social Workers (NASW), American Psychiatric Association (APA), American Psychological Association (APA), private funding sources, organizational plans/policies and program guidelines. Participates in periodic evaluative reviews and/or in-house and external staff training to ensure that he/she understands and continues to adhere to such standards. Initiates requests for assistance or guidance from Supervisor to address new issues or complex concepts affecting adherence to professional standards.
Other duties may be assigned.
Qualifications: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- Education and/or Experience: H.S. Diploma or equivalent and five years of experience or Associates degree (A.A) or equivalent from two year college or technical school and one year related experience required.
- Licenses/Certifications: Valid driver’s license and clean driving record may be required.
- Other Qualifications: Demonstrated high level of computer proficiency, including knowledge of word processing, spreadsheet and database software. A familiarity with or understanding of program-specific terminology (i.e., mental health and addictions) may be required.
- Language Skills: Fluency in a second language may be required. Ability to write reports, correspondence, and instructions. Ability to effectively present information and respond to questions from staff, managers, participants, vendors, and the general public.
- Mathematical Skills: Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.
- Reasoning Ability: Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.
- Computer Skills: To perform this job successfully, an individual must have extensive knowledge of Internet Explorer, Outlook/Exchange; and Windows Office applications; and must be willing to master other software routinely used by Heartland Alliance.
Competencies: To perform the job successfully, an individual should demonstrate the following competencies.
- Excellent verbal and written communication skills.
- Proficient math and computer skills.
- Strong organizational skills.
- Ability to work with diverse populations.
- Exceptional dedication to customer service
- Demonstrable ability to analyze and solve complex problems in accordance with established procedures and guidelines.
Physical Demands: 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.
- While performing the duties of this job, the employee is regularly required to use hands to finger, handle, or feel and talk or hear.
- The employee is frequently required to reach with hands and arms.
- The employee is occasionally required to stand; walk; sit; climb or balance; and stoop, kneel, crouch, or crawl.
- The employee must occasionally lift and/or move up to 20 pounds.
Heartland Alliance makes all hiring and employment decisions, and operates all programs, services, and functions without regard to race, receipt of an order of protection, creed, color, age, gender, gender identity, marital or parental status, religion, ancestry, national origin, amnesty, physical or mental disability, protected veterans status, genetic information, sexual orientation, immigrant status, political affiliation or belief, use of FMLA, VESSA, military, and family military rights, ex-offender status (depending on the offense and position to be filled), unfavorable military discharge, membership in an organization whose primary purpose is the protection of civil rights or improvement of living conditions and human relations, height, weight, or HIV infection, in accord with the organization’s AIDS Policy Statement of September 1987.I,A3303_837_0
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