What are the responsibilities and job description for the Facilities Specialist position at Wellvance?
Wellvance has many opportunities for those looking to make a difference in the lives of our community members by providing beneficial and cost-effective services to our consumers. Wellvance provides State funded public mental health services to Iosco, Ogemaw, and Oscoda counties in northern Michigan. Services are provided to people with an Intellectual or Developmental Disability (I/DD), a Serious Persistent Mental Illness (SPMI), and/or those who may be Seriously Emotionally Disturbed (SED).
The right person will have the ability to demonstrate knowledge of, follow and utilize agency policies and procedures. To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed within the organizational Job Description for this position are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Excellent Benefit Package includes:
- PTO (paid time off) Accrual Program
- Paid Holidays
- BCBS Medical Benefits
- Health Savings Account
- Flex Savings Account
- Dental
- Vision
- Pension Plan
- Tuition Assistance Program
- Student Loan Payment Assistance
- Term Life Insurance
- Short Term Disability Insurance
- Long Term Disability Insurance
- Voluntary Life Insurance
- AFLAC
**If you are having issues applying for a position or have questions about applying, email hr@wellvance.org
QUALIFICATIONS
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.
The requirements listed below are representative of the knowledge, skill and/or ability required.
Reasonable accommodations may be made to enable individuals with disabilities to perform the
essential functions.
Education and/or Experience
- High school diploma or general education degree (GED).
- Associate degree in business/clerical sciences or similar degree preferred.
- One year of successful clerical experience preferred.
Knowledge, Skills and Abilities Required
- Ability to use computers, computer software programs, industry specific computer programs, and standard office equipment.
- Proficiency in Microsoft Office Suite or similar software with ability to create and provide spreadsheets, pivot tables, data comparisons and reports.
- Effective written and verbal communication skills to convey and receive information (in person, on the phone, or through written correspondence) with the ability to accurately document all forms of contact in appropriate locations.
- Attention to detail striving for thoroughness and accuracy when completing a task.
- Display empathy and understanding upon receipt of complaints, forwarding to proper resources.
- Good organizational, analytical, and judgment skills to manage time, prioritize, work independently and handle multiple tasks.
Certificates, Licenses, Registrations
- Maintain all required trainings and certifications.
- Possess a valid US driver's license.
- Provide proof of U.S. Citizenship or possession of necessary papers allowing holder to work legally in the United States.
WORK SCHEDULE
- Available Monday through Friday 8am to 6pm, flexibility for occasional weekend and after-hours support.
- Position is hourly and eligible for overtime after 40 hours worked per week.
- Ability to travel between offices and local offsite locations may be required.
WORK ENVIRONMENT
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.
- Perform duties in an office setting where the noise level in the work environment is usually moderate.
- Use standard office equipment such as computers, phones, and photocopiers routinely.
This position is responsible for the general office duties and responsibilities of the Facilities Department, including but not limited to data collection and analysis, workflow management, work order processing, inventory and key controls; works closely with Accounts Payable to ensure accuracy in invoicing and coding; supports the maintenance professionals, as needed; participates in the purchase, distribution and monitoring of office equipment, supplies and services
ESSENTIAL DUTIES AND RESPONSIBILITIES
- Supports field workers in day-to-day operations
- Provides assistance with scheduling preventative maintenance/repairs for the fleet/properties.
- Responsible for data entry in electronic inventory, ticket, and fleet management systems, Including retrieval of reports and information.
- Responsible for collecting, organizing, analyzing and reporting data related to facilities for presentation to the Facilities Committee.
- Serves as trainer to educate new employees about Facilities Department, present instruction regarding placement of work orders into system and workflow. Assist in the development of training curriculum for proper use of building systems.
- Process ID badges, assign security access for appropriate buildings, distribute office keys, if needed, and ensure key controls and documentation is current; activate and deactivate employee access upon hire and/or termination/resignation.
- Establish and maintain productive working relationships with people inside/outside the Agency including consumers, guardians, management, community partners, coworkers, and support staff.
- Maintain and update contractor and supplier information including licenses, insurance and contact information.
- Responsible for ordering necessary office supplies, project supplies and materials from appropriate vendors; ensure proper delivery and distribution of same.
- Responsible for submitting insurance claims regarding agency fleet and properties.
- Responsible for coding transactions, ensure receipts are received for purchases from Facilities staff, and reconcile vendor invoices with associated projects.
