Schedule 7:00 a.m.-3:30 p.m.

Assist in the day-to-day operations of the 595 W. Main St. building, to include screening phone calls, assisting clients when needing to be connected to a staff, support staff in managing the building’s administrative tasks (i.e. purchasing of supplies, managing work orders, have oversight of agency vehicles, etc). 

ESSENTIAL DUTIES AND RESPONSIBILITIES  

Screen and route calls, record messages, dispense basic agency information

Track and purchase building supplies

Process all faxes as assigned

Process agency correspondence per policy

Place calls to various vendors for supply, shredding, and maintenance needs

Sort and distribute daily mail and faxes

Coordinate the building credit card sign-out process, maintaining accountability and compliance with agency procedures.

Maintain building access and occupant information, including updating office name plaques, mailboxes, directories, and other facility identification as needed.

Assist with staff onboarding activities for new employees, including providing orientation to building operations, security procedures, alarm systems, and access protocols.

Serve as a point of contact for facility-related requests, coordinating with internal departments and external vendors to ensure timely completion of building needs.

Maintain accurate records related to facility operations, inspections, inventories, and equipment as assigned.

Assist in ensuring the facility remains compliant with applicable safety standards, organizational policies, and regulatory requirements.

Perform other facility operations and administrative support duties as assigned to ensure the efficient operation of agency buildings.

Conduct routine facility walkthroughs to identify maintenance, safety, security, and housekeeping concerns, ensuring timely follow-up and resolution.

Have oversight of agency vehicles associated with 595 and assist department managers in all staff maintaining compliance with vehicle procedures

Maintain records of mileage logs and weekly vehicle inspection reports for all agency vehicles and create maintenance work orders as needed based on these reports

Assist Facilities Director with bidding processes

Maintain professional language and actions at all times with patients, visitors and staff

Follow agency and departmental policies, procedures, continuous quality improvement objectives, and safety, environmental and infection control standards.

Maintain and monitor the designated supply of naloxone (Narcan) kits and drug testing strips available for staff and client access at the work location.

Maintain an accurate log of naloxone kits and harm reduction supplies distributed to staff for client use, in accordance with agency policies and applicable regulatory requirements.

Coordinate replenishment of naloxone kits and testing strips to ensure an adequate supply is maintained and promptly notify the appropriate supervisor when additional supplies are needed.

Provide supplies to authorized staff upon request for distribution to clients and ensure appropriate documentation is completed.

EDUCATION and/or EXPERIENCE 

High School Diploma and at least 1 year of experience that is directly related to the duties and responsibilities specified; knowledge of administrative and clerical procedures and terminology; knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar. 

CERTIFICATES, LICENSES, REGISTRATIONS

Must maintain valid driver’s license and acceptable driving record. Must obtain/maintain current certification and/or training in CPR and First Aid, and any other areas specified by state law and agency regulation.