Business Support I

POSITION SUMMARY: This position is responsible for a variety of administrative support functions to various departments, including but not limited to receiving customers, supplies inventory and ordering, processing incoming/outgoing mail, email requests/notifications, answering high volume calls, recordkeeping, filing, data entry, scanning, copying, conference room management, scheduling, provide front desk coverage during breaks and absences, attend and engage in all staff meetings/trainings, provides high level customer service and responds to emergencies. Promotes professional and positive working relationships with both internal and external customers. Adheres to and supports all organizational policies and procedures and standards. This individual will report to the Director of Business Support Services. Performs other related work and duties as assigned.

MISSION: Improving lives, Optimizing wellness, Promoting independence

RESPONSIBILITIES AND DUTIES:

ESSENTIAL JOB FUNCTIONS:

• Provide administrative support to various departments with outgoing mail, scanning, copying, laminating, data entry, creating documents, scheduling, stuffing, etc.
• Provide front desk coverage during breaks and absences. Assist with all required duties at the front desk during coverage. 
• Answering high call volume and connecting callers to the appropriate personnel/department.
• Maintain all Pikes Peak conference room schedules to assure no scheduling conflicts occur, print and replace room schedules daily, conduct end of day walkthrough of each conference room, turn off all lights and equipment to set ready for the next day.
• Responsible for employee break room supplies and inventory on a weekly basis. Breakrooms should be well stocked at all times.
• Reponsible for copy areas with supplies and inventory on a weekly basis. Areas should be well stocked at all times with appropriate supplies. Submit supplies orders as deemed necessary.    
• Respond to emergency calls according to established procedures. Review and understand emergency binder to determine role and responsibilities of the front desk staff during different emergencies.
• Responsible for end of month postage reporting to accounting.
• Uses word processor to produce correspondence, reports, forms, and schedules.
• Communicates general, factual organizational information regarding agency services to participants/clients, families, outside agencies and the general public.  Interacts professionally with clients and associates at all times.  Promptly responds to requests with accuracy and a courteous demeanor.
• Maintains a variety of records that may require arithmetic calculations and maintains accurate recordkeeping of files, purchases, supplies, and department requests.
• Assists in the care and maintenance of department equipment and supplies.
• Demonstrates dependability, initiative, cooperation and diplomacy at Rocky Mountain Health Care Services and other work environments.
• Maintains the confidentiality of all company procedures, results, and information about participants, clients, families and staff.
• Displays a willingness and ability to be responsive in a warm and caring manner to all customer groups and ensures customer satisfaction. 
• Swiftly refers problems/issues to the appropriate person(s) when necessary and notifies the Director of Business Support Services.
• Determines the appropriate allocation of time and effectively manages their workspace (i.e. keeps a clean and organized office, appropriately handles all paperwork, maintains control over the physical environment, etc.).
• Performs other duties as requested and assigned.

• High school diploma or GED equivalent is required
•  2 years of office related experience required
• One-year experience working with the frail, elderly or disabled is required
• Must have excellent written and verbal communication skills and demonstrate the ability to interact clearly and effectively with both internal and external customers.
• Must submit to and pass a pre-employment drug/alcohol screening and criminal background check.
• Must enjoy working in a fast-paced, high intensity, detailed and deadline-oriented work environment.
• Must have reliable transportation, a current Colorado Driver’s License and driving record must be in compliance with Company policy. Must maintain current automobile insurance.
• Intermediate computer skills (type a minimum of 40 wpm), familiar with Microsoft Office Programs:  Word, Excel, Outlook
• Skilled in establishing and maintaining effective working relationships with participants, co-workers, vendors, medical staff, and the public.
• Operates in full compliance with all applicable federal, state and local fire, health, safety, sanitation, Emergency procedures and other Standards prescribed in law or regulations.
• Excellent organizational skills and detail oriented
• Ability to demonstrate flexibility in the face of change and manage multiple conflicting priorities without loss of composure
• Must be able to balance conflicting priorities in order to manage workflow, ensure the completion of essential projects, and meet critical deadlines
• Must be able to work as a competent member of the team, willingly providing back-up support for    co-workers when appropriate and actively supporting group goals
• Must be proficient in using standard office equipment such as a computer, fax, photocopier, scanner
• Ability to exhibit sound judgment and make reasonable decisions in the absence of direction, works effectively without constant and direct supervision or guidance.