Purpose/Summary: Participate in the daily operations of an office and its various departments including communicating with department and team leads, relaying important information or policy changes. Be the first point of contact for internal and external parties for the office, which may impact some customer service and communication elements of the position duties. Work in close coordination with the Office Manager and the front office. The Administrative Support assists the Office Manager and staff in a wide variety of tasks necessary to meet administrative and programmatic requirements efficiently and effectively. The duties run from directing inquiries from visitors or callers on services, to assisting the front office in filing and maintaining files, light bookkeeping duties/activities to meet the needs of the agency.

Position Title: Administrative Support Specialist

Reports To: Office Manager

Status: Full-time Exempt

Duties or Responsibilities:

1. Participate in administrative or support services, and all office activities to ensure productivity and in meeting deadlines and standards.

2. Assist in managing inventories of products or organizational resources and maintain adequate levels of supplies and PPEs for all departments when assigned.

3. Purchase materials, equipment, or other supplies when assigned.

4. Maintain most up to date policies on record.

5. Assist in communicating information to suppliers, contractors, or regulatory agencies.

6. Assist in establishing and maintaining standards for processes, or procedures and increase efficiency.

7. Maintain current knowledge related to work activities.

8. Maintain records, documents, or other files, establishing and maintaining a comprehensive administrative filing system for office correspondence, Consumer and Attendant files as appropriate.

9. Conducting ongoing review and update of the office filing system to meet organizational and team/department level need.

10. Evaluate information related to personnel records/background checks and maintenance of required documentation and convey it to all appropriate team/department leads with updates to the Office Manager.

11. Assist with human resource activities and compliance by collecting and maintaining required documents in Attendant personnel records including but not limited to background checks, licenses, authorization to hire, I-9, IDs, payroll processing paperwork, regulatory and programmatic requirements, and duties of Attendants.

12. Train new employees on personnel policies, EVV and timekeeping policies, virtually or in person working in tandem with ASP Program Staff (future).

13. Conduct required background checks.

14. Be available in the office during normal business hours to answer and return phone calls, emails from customers/consumers and direct them to relevant staff when needed.

a. In person office hours/coverage.

15. Other duties or projects as assigned.

Qualifications:

B.A. or B.S. and/or industry specific or relevant experience in independent living, advocacy, personal care services, serving people with disabilities and older people within a consumer driven model. Strong written and verbal communication skills to produce reports, assign tasks, accept instructions, and handle vendor contracts, among other tasks. Organization and the ability to complete a wide variety of tasks. Flexibility to help adjust to new tasks should the office needs change. Ability to establish and maintain positive working relationships with co-workers, managers, customers, vendors, and regulatory agencies. Leadership ability to manage challenges and resolve problems. Attention to detail to ensure tasks are completed thoroughly, correctly and on time. Strong computer skills, including proficiency in Microsoft Office Suite and Adobe.

Important Qualities and Qualifications:

Dependability. Must be reliable, responsible, dependable and fulfill obligations.

Attention to Detail. Must be detail oriented and thorough in completing work tasks.

Concern for Others. Must be sensitive to others' needs and feelings and be understanding and helpful on the job.

Integrity. Be honest and ethical.

Self-Control. Maintain composure, verbalize supportive encouragement, empathy and understanding even in very difficult situations.

Relationships. Provide service to others and work with co-workers in a friendly, non-competitive environment.

Empathy. Involves helping or being in service to others.

Organizational skills. Involves coordinating, supervising, managing, and training others to accomplish goals.

Making Decisions and Solving Problems. Analyzing information and evaluating results to choose the best solution and solve problems.

Getting Information. Observing, receiving, and otherwise obtaining information from all relevant sources.

Establish and Maintain Positive Interpersonal Relationships. Develop constructive and cooperative working relationships with others and maintain them over time.

Organizing, Planning, and Prioritizing Work. Developing specific goals and plans to prioritize, organize, and accomplish your work.

Job Type: Full-time

Pay: $60,500.00 per year

Experience:

• Customer service: 1 year (Preferred)

Ability to Commute:

• Albuquerque, NM 87110 (Required)

Ability to Relocate:

• Albuquerque, NM 87110: Relocate before starting work (Required)

Work Location: In person