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Job Description Position Summary: This is administrative staff work performing a variety of assignments of a non-confidential nature for a division manager or higher. Duties and Responsibilities: An employee in this class serves in a liaison capacity between the Associate Director and other staff and officials and provides a variety of administrative support services to the Associate Director. The work includes composing a wide variety of correspondence and reports, including reports required by the Office of Child Development and Early Learning, the state monitoring agency; developing internal operational procedures including document and file management systems; and supporting communication with contracted agencies for their compliance with financial documentation and contractual requirements. The Administrative Assistant will enter missing start dates daily into the PELICAN database; utilize data reports in PEIDS, PELICAN, COGNOS and Qlik; upload and organize documents in BOX; collect new provider qualification documents; updating the Master Referral List Calendar every six months; print, mal or fax documents including referral source letters and three-month waiver letters; send email notifications with attachments of referral fax notices to the Service Coordination Entities; send mass distribution communication via email and keep email lists current according to Program Analyst and agency changes; and other assignments as required. Assist and provide administrative support in preparing agenda, agreements, memoranda, correspondence, reports, forms and other documents. Drafts, take notes, proofreads and checks typed and other materials for accuracy, completeness and compliance with DBHIDS standards, policies and procedures; ensure materials, reports and documents for signature are accurate and complete. Coordinate, arrange, schedule and confirm meetings; arrange for meeting room setup; prepare and distribute meeting minutes as directed. The Administrative Assistant will manage zoom & remote meetings, attend ITEI meetings and provide meeting minutes as directed. Perform research for the assigned administrator; develop and recommend work standards and procedures and maintain discretion & confidentiality as required. Skills Required: Knowledge of Policies and practices in such areas as operations, organization, staffing, and procurement as required by departmental assignment. Knowledge of organization and operations of City departments. Report writing- business English and spelling. Business arithmetic- research methods and data analysis. sources of information, methods, and techniques used in administrative research. Super user of interactive computer terminal entry and retrieval procedures- the uses and capacities of word processing and spreadsheet software programs such as Microsoft Word, Excel and specific apps like Qlik and Electronic Heath Record. Education and Experience: EDUCATION: Education equivalent to completion of a bachelor or associate degree. AND SPECIFIC EXPERIENCE Five years of advanced level clerical or administrative experience OR Any equivalent combination of education and experience determined to be acceptable by the Office of Human Resources that has included the specific experience described above. NOTE: An associate degree in Business Administration or related field may be substituted for two years of experience. Equal Opportunity Employment: PMHCC, Inc. is committed to equal opportunity. It is our policy to support equal employment for all employees and applicants without regard to race, religion, color, sex, sexual preferences, age, national origin, disability, behavioral health status, military status or any other characteristic protected by law. Americans with Disabilities Act: Employees as well as applicants who are currently, or become disabled, must be able to perform the functions of the job with either reasonable accommodation or unaided. PMHCC, Inc. will examine reasonable accommodations on a case by case basis in accordance with the law

Job DescriptionJob Description Form This job description explains the detail and general nature of the position; and overview of why the job exists and what the job is to accomplish. Job Title Facilities Assistant Reports to Director of Facilities Location Educational Financial Services Overtime Yes if needed Job Purpose The Facilities Assistant assists the Director of Facilities in administrative functions related to the Diocesan High Schools and Schools of Special Education. This includes managing approval of facilities related invoices, tracking expenses related to capital projects, scanning records into facilities software and helping to manage timelines related to projects and contracts. Duties and Responsibilities · Coordinates with outside contractors on a variety of items such as bid documents, contracts, change orders, invoices and payments, fund transfers, and reimbursements. · Assists with setting up project budgets. Tracks costs related to project including keeping track of various funding sources such as the capital budget, school surplus funds, grants, and funds received through school development programs. · Receives, verifies, and processes invoices and other financial transactions related to the completion of construction phases of capital projects within required time frames and contractual arrangements. · Assists with verification and processing of other facilities-related invoices. · Assists with organizing schedules and documents related to capital projects, scanning documents into the AkitaBox software platform. · Tracks compliance with required inspections of elevators, fire alarm systems, backflow preventers, fire escapes, facades, energy management to ensure that the inspections are completed on a timely basis. · Schedules appointments and arranges meetings related to facilities. Responds to phone calls, emails, and correspondence related to facilities or projects. Qualifications Education: High School Diploma required and a college degree preferred. Specialized Knowledge: Facilities Software, Microsoft Office Abilities: The position requires a working knowledge of construction practices, procedures and equipment, including systems oriented toward projects, and engineering/architectural plan archiving. Requires a working knowledge of procedures affecting project bids, contract language, and regulatory requirements. Experience with facilities management software is helpful. Requires knowledge of office practices, procedures, including filing systems, telephone techniques and letter and report writing. Requires working knowledge of those activities associated with statistical and financial record keeping with special emphasis on Excel. Requires knowledge of and skill at using standard office machines, including personal computers with document processing, data entry programs to databases, and spreadsheet applications. Licenses: N/A Experience: Experience in working in facilities management is highly desired. Working Conditions Are there any extraordinary working conditions? Example: Outdoors, No elevators, etc. Must have child abuse clearances. Physical Requirements Are there any physical requirements for this position? Needs a car for occasional travel to visit locations in five county area, must be able to climb stairs and lift small weights as part of facility inspections and project management.