What are the responsibilities and job description for the Facilities & Administrative Support Specialist position at Lewis & Clark Behavioral Health Services?
Lewis & Clark Behavioral Health is seeking a detail-oriented and highly motivated Facilities & Administrative Support Specialist to join our Administrative team. The Facilities & Administrative Support Specialist provides operational support across facilities management, inventory control, accounts payable, and administrative helpdesk functions. This position ensures accurate tracking of physical assets and supplies, timely processing of financial transactions, and responsive support to staff for administrative and system-related needs.
Key Responsibilities:
- Maintain and monitor inventory of facility supplies, equipment, and assets across locations
- Track inventory levels and coordinate reordering to ensure availability of critical supplies
- Conduct routine inventory counts and reconcile discrepancies
- Assist with receiving, organizing, and distributing supplies
- Maintain records of equipment, furniture, and facility-related assets
- Support facility needs including maintenance coordination and vendor communication
Accounts Payable Support
- Process invoices, purchase orders, and expense documentation in accordance with agency procedures
- Verify accuracy of invoices and supporting documentation
- Assist in reconciling vendor statements and resolving discrepancies
- Maintain organized financial records for audit and reporting purposes
- Communicate with vendors and internal departments regarding payment status and inquiries
- Support month-end close processes as needed
Administrative Helpdesk Support
- Serve as a primary contact for internal administrative support requests (software access, system issues, general questions)
- Troubleshoot and resolve basic system or process-related issues, escalating when necessary
- Track and manage support tickets to ensure timely resolution
- Provide guidance to staff on internal systems, forms, and processes
- Assist with onboarding/offboarding administrative tasks (system access, equipment distribution)
General Administrative Support
- Maintain electronic and paper filing systems
- Prepare reports, spreadsheets, and tracking tools
- Assist with process improvement and workflow efficiency initiatives
- Provide backup support across administrative and finance functions
- Associate’s degree in Business, Accounting, or related field preferred
- Experience in administrative support, inventory management, or accounting functions required
- Experience with accounting or procurement systems preferred
Required Skills and Abilities
- Strong organizational and time management skills with attention to detail
- Ability to manage multiple priorities and meet deadlines
- Proficiency in Microsoft Office (Excel, Word, Outlook)
- Strong communication and customer service skills
- Ability to troubleshoot and resolve problems independently
- Ability to maintain confidentiality and handle sensitive information
- Ability to work collaboratively with staff across departments
LCBHS offers an excellent benefits package!
Three weeks paid vacation per year, 10 paid holidays, paid sick leave, paid individual employee health insurance, life insurance, available vision and dental insurance, dependent care savings, health care savings, 401K with up to 6 percent employer match - 100% vested upon enrollment, potential student loan repayment and more!
Lewis & Clark Behavioral Health Services has a Drug Free Workplace Policy. An accepted offer will require a drug screen and pre-employment background screening as a condition of employment.