Facilities Office Specialist

WHITE MOUNTAIN APACHE BEHAVIORAL HEALTH SERVICES, INC.

JOB DESCRIPTION

POSITION: FACILITIES DEPARTMENT OFFICE SPECIALIST

CLASSIFICATION CODE: EXEMPT FULL TIME

DEPARTMENT: FACILITIES

IMMEDIATE SUPERVISOR: FACILITIES DIRECTOR

STATEMENT OF JOB: The Facilities Office Specialist supports the daily operations of Apache Behavioral Health Services (ABHS) Facilities Department by providing administrative and clerical support. This position ensures efficient office operations through effective communication, scheduling coordination, document management, and administrative oversight. The role works directly with the Facilities Director to monitor projects, track timelines, and maintain organized records.

Duties and Responsibilities:

• Maintains, with relative independence completing assigned task accurately and in maintaining standard correspondence, files and report of assigned area.
• Provide administrative and clerical support to ensure smooth daily operations of the Facilities Department.
• Maintain and coordinate schedules, ensuring appointments and meetings do not conflict.
• Perform data entry and maintain accurate electronic and physical records.
• Organize and file department documentation in accordance with agency procedures.
• Assist the Facilities Director in tracking project progress, timelines, and deliverables.
• Review and maintain familiarity with Facilities policies and procedures.
• Prepare correspondence, reports, and other administrative documents as needed.
• Communicate effectively with staff, departments, and external partners both verbally and in writing.
• Support coordination of departmental meetings and maintain related records.
• Understands and interprets procedures and practices related to various departments and assigned programs.
• Create, review and maintain various reports through the use of databases, spreadsheets and various software programs.
• Performs research for assigned areas.
• Will cross train with other positions within the department for backup as assigned.
• Compiles and computes data from files, computer maintenance management system (CMMS) and other sources in preparing reports.
• Maintains a high level of confidentiality.
• Establish work procedures and priorities.
• Coordinates work between Facilities programs.
• Keeps up to date times and leave records of staff that directly report to Facilities Director.
• Performs related work as required
• Performs special assignments as requested.
• Predictable attendance and punctuality in accordance with Facilities Department expectations.
• Ability to work independently with little to no supervision.
• Other duties as assigned.

Qualifications

• Strong written and verbal communication skills.
• Excellent organizational and time management abilities.
• Proficiency in office software (Microsoft Office or equivalent).
• Ability to manage multiple tasks while maintaining attention to detail.
• Reliable transportation
• Experience with administrative or clerical support preferred.
• Certified Facility Manager (CFM) credential, or equivalent, preferred
• Experience planning and maintaining facility budgets
• Professional leadership experience, preferred
• Strong attention to detail
• Excellent office skills, including effective planning, organizing and prioritizing tasks.

• Must demonstrate interpersonal skills with an ability to work effectively with a wide range of people, teams, managers, supervisors.
• Valid Arizona Driver’s License and reliable transportation.
• Ability to pass all pre-employment testing, including, but not limited to, fingerprint clearance, drug testing and background check.

**NOTE: Preference in filling vacancies is given to qualified Indian candidates in accordance with the Indian Preference Act (Title 25, U.S. Code, Section 472 and 473). 

ESSENTIAL FUNCTIONS  

The physical characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of the job.  

Constant: standing. Frequent: repetitive use of hand, walking, standing, bending neck and waist, squatting, climbing, kneeling, twisting neck and waist, simple grasping of left and right hand, power grasping right and left hand, fine manipulation right and left hand, pushing and pulling right and left hand, reaching above shoulder level, reaching below shoulder level, lifting objects weighing up to 75 pounds from below the waist to a height of 3 feet.

Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time. The employment is considered “at will” and agree that my employment can be terminated with or without cause and with or without notice at any time at the option of either me or the company.