Office Support Specialist - Maryland Heights Missouri

Company: Behavior Intervention Services (bis)
Location: Maryland Heights, Missouri
Posted On: 05/04/2024

*Title:* Office Support SpecialistIf you are looking for a fun and inclusive office environment where you can make a difference our office position could be perfect for you! This role will be answering phones, working the front door, ordering supplies, filing, administrative duties, helping departments with projects, and taking care of the cleanliness of the office. Be the first happy face staff and clients get to see!*Minimum Qualifications:** At least 21 years of age* Clean background check with the Family Care Safety Registry, the Department of Health and Senior Services exclusions database and the Employee Disqualification List (EDL)* High school diploma* Working cell phone, internet access, an email account and general computer skills/knowledge* Must be Mandt certified (agency offers courses or will accept Mandt certification from other organization).* CPR/First Aid certification (agency offers courses or can be attained through other organizations)*Preferred Qualifications:** Two years of experience in a professional office setting* Two professional letters of reference specific to relevant experience* Advanced computer knowledge of Microsoft Office products suite including but not limited to Outlook, Excel, and Word* Background in or working knowledge of the field of Human Services and/or Developmental Disabilities*RESPONSIBILITIES:**RECEPTION/FRONT DESK AREA*Answer incoming calls, screen and then direct the calls to the correct person or department. Help callers with basic requests such as providing information regarding contact numbers or addresses; answer any questions callers may have.Reserve training/conference rooms via the Outlook calendar as requested by staff. Arrange and organize these meetings as requested.* Support other departments with various requests, specific to job functions.* All communication and interactions is to remain positive and helpful.* Communication with the Department of Mental Health (DMH) should be conducted through email; however, in the event of a phone call with someone from DMH, the conversation is to be summarized and emailed back to the person in question to form a record of contact and discussion.* Ensure that there are ample copies of sign in sheets for visitors. Direct all visitors to sign in/out . Procure all needed items from a visitor and direct them to their proper destination with a courteous and professional manner.* In the event of a fire/tornado drill or event, responsible for an orderly evacuation and that all visitors, clients and employees are accounted for at the designated meeting place.* Organize reception area, avoiding clutter and offering a pleasant waiting space. Organize and rotate reading material and toys as necessary.* Provide necessary paperwork to interviewees* Update the bulletin board by providing timely information and removing and outdated or expired items.* Offer water and/or coffee to visitors and ensure drinking cups are available at all water coolers.* Route all incoming mail to appropriate person for distribution* Ensure adequate coverage for the reception desk in times of absence* Receive, rectify and distribute deliveries* Point person to report any maintenance issues; determine if a work order is needed and contact building manager to set up. Contact off site repair personnel for jobs not covered in our lease agreement.* Assign and create client jobs for various clients that work in the office on a daily/weekly basis. Supervise clients progress and contact Behavior Therapist/Natural Home Managers if there is a problem.* Check electronic fax mailbox on server several times per day, following procedure on how to distribute and catalog received faxes.* Print and send over monthly service docs insuring the correct case manager and their fax number is correct.* Create new mailboxes/in-out board slots; maintain current phone extension list for office staff.* CERFs-Ensure management signatures are present and fax CERF to correct Case Manager. Place a copy of the CERF on the server in the appropriate client folder.* Track new client packets; make sure that the latest client info packets are readily available and saved to server.* Receive and coordinate the cashing in of BIS bucks for gift cards.* Maintain, secure and balance petty cash weekly.* Maintain postage tracker and submit to financial director quarterly; maintain battery inventory and submit quarterly to financial director* Ensure that supplies are ordered in a timely and cost effect manner.* Maintain supply inventory spreadsheet and submit to financial director per due dates* *Copy Room Responsibilities** Track and order office supplies after approval from the Executive Director. Ensure all supplies are in their designated areas and that all are well stocked. Keep spreadsheet of supplies going to ISLs and printer cartridges request.* Ensure that copier is in working order and paper compartments are full* Order copier toners keeping stock on hand as to not run out* Alert copier company if maintenance is needed on copier ; submit copy count to copier co. monthly* Ensure that work spaces/surfaces are kept clean and organized* Provide operating instructions to staff; point person in case of a problem/jam in the copier* Place client/applicant specific copies or faxes in the mailboxes of applicable Office Team member or Service Provider*Human Resource responsibilities** Updates electronic management software/application to mirror paper file information per HR Director Guidelines and specifications within 48 hours of receipt.* Once scanned electronically and into appropriate employee files and electronic management software/applications, returns original paperwork stamped with completion date to HR Director for filing and retention.* Assist with career fairs at the office, i.e. making copies of documents, directing applicants, etc.* Maintain a current employee email list to ensure all employees receive up to date notices for upcoming events, fundraisers, Happy Hours, etc.*Overall office functions*The reception area, classrooms and meeting areas should be kept professional and clean, devoid of unnecessary clutter and items. Rooms should be checked daily, especially before and after meetings to ensure cleanliness.* Reserve, set up and tear down of office spaces as necessary for various meetings.* Responsible for taking and distributing staff meeting minutes* Order and coordinate food and drinks as applicable for all meetings as designated by a Director.* Ensure kitchen and refrigerators are organized and clean.* Ensure all common areas of office stay organized and clean.* Ensure that dirty dishes left overnight are addressed* Maintain and update large wall calendar up front with upcoming agency events and meetings* Complete and send out birthday/anniversary cards. Ensure Directors signatures make it on all cards.* Assist in planning client and/or employee events; design and distribute flyers for events inside and outside office; proofread documents/flyers for accuracy before sending to employees, clients, parents or Case Managers.Job Type: Full-timeBenefits:* 401(k)* Dental insurance* Health insurance* Health savings account* Paid time offSchedule:* 8 hour shift* Monday to Friday* No weekendsWork Location: In personby Jobble More...

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