Administrative Specialist

Administrative Specialist

MMI is committed to creating inclusive communities and meaningful connections through employment and training. The Administrative Specialist is the face of the agency, welcoming walk-in guests, answering of multi-line phone and directing those visitors or calls to the appropriate personnel. This position will also provide administrative support to the COO, Board of Directors, and Leadership team. The Administrative Specialist has responsibility for the development and confidential maintenance of agency records and filing systems, completes reports and projects as assigned, and is expected to exercise independent judgment related to administrative matters.

Responsibilities:

• Responsible for the front desk, supporting the needs of guests, staff, and the needs of our persons served.
• Ensure that lobbies and other public areas in the offices present an ordered and professional image of the Company; duties may include gathering bids for furniture and fixtures.
• Ensure the adequacy of office equipment including budgeting & maintenance.
• Compile consumer data and statistical information and develop related reports.
• Organize and submit information for grants, licenses, certificates and accreditation materials in a timely fashion.
• Coordinate the development of agendas and activities for various meetings and functions as assigned.
• Update and accurately record minutes and other documentation from Board of Directors meetings, Leadership team meetings, or other assigned meetings are properly recorded and maintained in agency records in an organized fashion.
• Document and distribute follow up activities from various meetings.
• Coordinate the compilation and timely distribution of Board materials. Provide support and coordination for Board activities.
• Assume primary responsibility for the development, coordination and distribution of customer satisfaction surveys for the various customer bases and compile reports annually.
• Arrange, participate in and implement, as directed, special events and meetings, such as MMI’s annual meeting, Employee Recognition Event and strategic planning sessions.
• Coordinate the scheduling of meetings and available conference rooms and of assigned agency equipment.
• Prioritize, log and distribute mail as assigned.
• L. Assume the primary responsibility for the completion and processing of required agency administrative documents and files.
• Develop and assure maintenance of an effective system for retention and retrieval of agency documents.
• Prepare and submit reports, forms and records in compliance with agency timelines, policies, procedures and quality standards.
• Protect the confidentiality of agency records and information, including that related to clients and staff.
• Support proper cataloging, organization and maintenance of agency master policy and procedure manual and the policy and procedure electronic file system.
• Serve as an advocate for persons served by Ensuring recipient’s rights are protected in accordance with agency policy and the Mental Health Code, including completion of incident reports and verbal reporting to the CEO or MMI’s Recipient Rights Advisor.
• Assume responsibility for the health and safety of people served, staff, and self.
• Complete special projects as assigned.
• Various duties as assigned by CEO or Accounting Manager.

Minimum Qualifications: High School Diploma or GED. Three years experience in a large fast paced office setting. Experience and knowledge of advanced office equipment. Excellent grammar and written composition skills. A working knowledge of multiple computer applications, including database management, electronic spreadsheets, and data processing skill in excess of 65 words per minute. Must have a professional demeanor and appearance and be able to interact positively and effectively with board members, management, customers, staff, and the general public. Must possess strong analytical and organizational skills and enjoy working in an ever changing environment.

Preferred Qualifications: Experience in supervising clerical staff. Degree in Business Administration, Management Information Systems, or a related field. Previous experience in a rehabilitation or human service agency, and/or experience in interacting with a Board of Directors. Experience in planning or coordinating various meetings and events.

What should you do to join us at MMI?

Go take a look at our website mmionline.com and learn a bit more about us and our mission. If you like what you see, apply here on really or directly on our website.

MMI RESERVES THE RIGHT TO HIRE THE MOST QUALIFIED PERSON FOR THIS JOB. POTENTIAL
CANDIDATES WILL BE EVALUATED ON MINIMUM AND PREFERRED QUALIFICATIONS AS WELL AS THE
ABILITY TO PERFORM DUTIES OF THE POSITION. MMI IS AN EQUAL OPPORTUNITY & AFFIRMATIVE
ACTION EMPLOYER. AUXILIARY AIDS AND SERVICES ARE AVAILABLE UPON REQUEST TO PERSONS WITH
DISABILITIES

Job Type: Full-time

Pay: From $15.00 per hour

Expected hours: 40 per week

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Tuition reimbursement
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Work Location: In person

Salary : $15