Program Management

About the role

The state supported living centers serve people with intellectual and developmental disabilities who are medically fragile or who have behavioral problems. The centers provide campus-based direct services and supports at 13 centers located throughout the state.

Responsibilities

• Attends work on a regular basis and may be required to work a specific shift schedule or, at times, even a rotating schedule, extended shift and/or overtime in accordance with agency leave policy and performs other duties as assigned.
• Serves in an on-call rotation to respond to serious incidents.
• Protects state property, equipment, supplies, records, and other resources from loss, misuse, pilferage, theft, or manmade destruction by following established agency and facility procedures.
• Prepares, organizes, and distributes mail, management reports, correspondence, payroll materials, memoranda, training records, forms, and other administrative documents to ensure accurate and timely communication across the facility.
• Communicates professionally with internal and external customers to provide, request, exchange, or verify information; respond to inquiries; identify concerns; route issues appropriately; and assist in resolving administrative, purchasing, payroll, training, or facility support matters.
• Procures materials, supplies, and services locally as directed through approved procurement methods and in compliance with agency purchasing requirements.
• Supports leadership in reviewing, maintaining, and reconciling Procurement Credit Card transaction logs to help ensure accuracy, completeness, appropriate documentation, and compliance with established procedures.
• Covers facility paymaster activities, reimbursement processes, service-based and blanket requisitions, facility trust fund process reviews, mobile telecommunications liaison duties, localized ProCard process training, and backup CAFM support to help maintain facility business operations and compliance.
• Other duties as assigned include but are not limited to actively participating and/or serving in a supporting role to meet the agency’s obligations for disaster response and/or recovery or Continuity of Operations (COOP) activation. Such participation may require an alternate shift pattern assignment and/or location.

Requirements

Required:

• Graduation from a standard senior high school or equivalent
• Experience in writing reports
• One (1) year experience in administrative support duties and complex technical program assistance for a large institution.

Qualifications

Preferred:

• Three (3) years of experience in administrative support duties and complex technical program assistance.
• Experience CAFM, CAPPS Fin, SharePoint
• Experience in working with people who have mental health/intellectual developmental disabilities.

Skills

• Knowledge of administrative support practices, office procedures, records management, and agency policies and procedures related to facility operations.
• Knowledge of purchasing, requisition, reimbursement, payroll, training compliance, and administrative tracking processes sufficient to support routine facility business operations.
• Knowledge of facility business operations, including paymaster activities, reimbursement coordination, service-based and blanket requisitions, facility trust fund processes, mobile telecommunications coordination, and work order compliance tracking.
• Knowledge of Procurement Credit Card processes, transaction documentation, compliance requirements, and localized training practices sufficient to support facility staff and maintain accurate purchasing records.
• Skill in using standard office equipment, agency computer systems, and software applications, including Microsoft Office Suite, spreadsheets, SharePoint, CAPPS Financial, and other applicable facility systems.
• Skill in preparing, reviewing, organizing, and maintaining accurate paper and electronic records, reports, correspondence, forms, requisitions, transaction logs, and other administrative documents.
• Skill in communicating clearly and professionally, both orally and in writing, with supervisors, coworkers, vendors, program areas, facility staff, and external customers.
• Skill in researching issues, gathering information, explaining procedures, coordinating responses, and providing consultative and technical assistance to administrative, professional, and technical staff.
• Skill in using facility systems and processes related to CAFM, CAPPS Financial, SharePoint, requisition tracking, training compliance, work order monitoring, and administrative reporting.
• Ability to interpret and apply policies, procedures, instructions, guidelines, and business processes accurately and consistently.
• Ability to perform moderately complex administrative support duties and technical program assistance with attention to detail, accuracy, confidentiality, and timeliness.
• Ability to exercise sound judgment, prioritize assignments, manage competing deadlines, and make decisions in accordance with established policies and procedures.
• Ability to follow oral and written instructions, compose effective correspondence, and prepare clear reports, memoranda, minutes, and other written materials.
• Ability to recognize, safeguard, and protect state property, equipment, records, supplies, and resources from loss, misuse, pilferage, theft, or manmade destruction.
• Ability to establish and maintain effective working relationships with supervisors, peers, coworkers, program staff, vendors, customers, and external contacts.
• Ability to identify, develop, recommend, and implement process improvements that support administrative operations, facility business processes, and internal and external stakeholder needs.
• Ability to monitor compliance-related administrative activities, including training compliance, Plans of Correction, Plans of Improvement, State Fire Marshal deficiencies, trust fund process reviews, and work order follow-up.

Benefits

Comprehensive benefits package including 100% paid employee health insurance for full-time eligible employees, a defined benefit pension plan, generous time off benefits, numerous opportunities for career advancement and more.

Pay

$3,581.33 - $5,372.41 per month

Schedule

Day Shift