Administrative Support Specialist

Job Summary:

Under the direction of the Chief Financial Officer, the Administrative Support Specialist is responsible for operational, IT, facilities and finance support. This role requires attention to detail and organizational skills to provide administrative support functions. The Administrative Support Specialist will support the Chief Financial Officer by performing administrative tasks and best practices for integrated, person-centered, trauma informed care and support in service of the mission of Mainstay; to provide life-long, high-quality support services, ensuring that people with intellectual disabilities and autism lead fulfilling lives.

 

RESPONSIBILITIES:

IT Support

• Assures technical support problem resolution through cooperative relationship with Technical Support Services at Enkompas for diagnosing application performance issues and supports the break/fix cycle.
• Provides project support to onsite resources from enkompas for staff onboarding/offboarding.
• Attends weekly ticket review meeting to facilitate communication and bring tickets to closure.
• Maintains inventory of IT supplies, computers, monitors, printers, iPad and other small devices.
• Works with enkompas and the CFO to develop the annual IT budget.
• Orders and maintains cell phones in conjunction with enkompas.

 

Facilities

• Sets up Key Fobs for new hires/removes terminated employees from security system at corporate office.
• Liaison with fleet vendor for gas cards, system access, GPS ordering and reporting.
• Sets up or cancels all utilities at residential homes including internet, phone, security.
• May assist with ordering appliances as needed.

 

Operational

• Oversees access to systems and information utilizing approved Mainstay’s security policies, standards, and guidelines.
• Communicates with phone vendor changes/additions and deletions.
• Distribute desk phones as needed.
• Assists with the setup and training of employees to use the agency phone application.
• Participate in new hire training to assist employees with access to systems.
• Coordinates ordering/replacement of small printers with the Wilson Group.

 

Finance

• Offsite storage management
• Ordering document destruction
• Putting together folders and information for enTRUST
• Filing/scanning as needed

 

MISCELLANEOUS:

• Other duties as assigned

QUALIFICATIONS:

Associate’s degree and three years of experience in administrative capacity or high school diploma and five years’ experience in administrative functions. Experience in human service organizations is highly preferred. Valid Driver’s License required.

CORE COMPETENCIES, KNOWLEDGE, SKILLS & ABILITIES

• Attention to detail
• Problem-Solving skills
• Display written and verbal communication skills and excellent listening skills for individual interactions and in group settings
• Use of Word, Excel, Access, PowerPoint, and SharePoint.
• Ability to work in a fast-paced environment with rapid turnaround times.
• Ability to work in a fluid structural environment requiring a high degree of collaboration.
• Ability to Multi-Task
• Ability to be flexible to the daily changing needs within the community
• Ability to handle culture change and engagement with compassion and resolve.

HOURS:

• 37.5 hours per week
• On-call as needed.

PHYSICAL REQUIREMENTS:

• Vision Acuity for the Position:  Vision is Essential  Vision is Non-Essential
• Environmental Conditions: 90% Inside – 10% Outside
• Workers may be Exposed to:  Cold  Heat  Dust Mist Odors
• Physical Requirements for the Position: ability to lift 20 to 30 pounds regularly, ability to respond quickly to sounds, ability to move safely over uneven terrain or in confined spaces, ability to see and respond to dangerous situations, ability to work in extreme weather, ability to wear personal protective gear correctly most of the day

Employment with Mainstay Life Services is an "at will" relationship. "At will" means that employment is of no specific length. It also means that employees and Mainstay Life Services both retain the discretionary right to terminate employment at any time if either is dissatisfied for any reason. I have reviewed the information contained in this job description and agree to accept the specific duties and responsibilities that may be assigned by my supervisor.

 

Mainstay is an Equal Opportunity Employer 

 

All applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, veteran status or any other characteristics protected by law. 

 

QUALIFICATIONS:

Associate’s degree and three years of experience in administrative capacity or high school diploma and five years’ experience in administrative functions. Experience in human service organizations is highly preferred. Valid Driver’s License required.