Central Services Specialist- FQHC

Summary: This position serves as one of several members of a team responsible for providing services and resources that result in a safe, satisfying, and efficient physical work environment. This individual will operate in collaboration with the rest of the Business Services team but will be stationed with 3 Federally Qualified Health Centers, providing the same services as the Business Services teams for our other locations with some duties and timelines specialized for work in Primary Care and Dental settings. Duties include but are not limited to specialized administrative tasks, call routing, data processing, mail management, user support for standard desktop software and equipment, shared drive management, inventory control and distribution of supplies and equipment. Individual accountabilities and work volume will be established through the development of annual Success Objectives, within the framework outlined below.

Essential Duties and Responsibilities:

  • Serves as super-user resource for standard desktop software applications and equipment; assists HAIT with implementation of new general technology initiatives. Maintains shared drive permissions in accordance with established policies and procedures.
  • Communicates status of ongoing IT projects to end-users in a timely and effective manner.
  • Coordinates and implements the policies and procedures for the selection, ordering, delivery and installation of all IT purchases in conjunction with HABS IT.
  • Resolves routine technology and office systems problems and refers non-routine problems to appropriate channels.
  • Coordinates Business processes to support FQHC locations across the departments of Oral Health, Behavioral Health, and Primary care in collaboration with clinical directors including but not limited to developing and maintain filing systems, email and mail lists, coordinating office systems with staff, and preparing and distributing meeting minutes.
  • Performs non-specialized tasks, as needed, including but not limited to word processing, filing, data entry, and directing correspondence in accord with Organizational standards (i.e., First Impressions Standards) and organizational guidelines.
  • Performs specialized tasks for Primary Care and Oral Health with regards to ordering and inventorying medical and dental supplies and helping to schedule and oversee medical equipment maintained.
  • Coordinates conference room arrangement/set up as requested in meeting request.
  • Assists in scheduling appointments and meetings, meeting preparation, set-up, minutes-taking, and arranging travel.
  • Coordinates the production and assembly of proposals, reports, mailings and presentations and assumes responsibility for administrative/support functions of special projects.
  • Analyzes and performs specialized database entry for e-Requestor and calendar management, including but not limited to entering and receiving orders in system, reviewing bills and statements, assigning cost centers and obtaining necessary approvals. Timelines for completing e-requester tasks are accelerated for the FQHC programs.
  • Coordinates and implements the policies and procedures for the selection, ordering and delivery of office supplies & equipment
  • Sets up, produces and delivers reproduction orders.
  • Able to work out of multiple locations, sometimes within the same day.
  • Coordinates new hire onboarding and staff moves and office arrangements/set-up with regard to office space, furniture, equipment, supplies, keys, fobs, and other services.
  • Adheres to professional standards as outlined by governmental bodies, National Association of Social Workers (NASW), American Psychiatric Association (APA), American Psychological Association (APA), private funding sources, organizational plans/policies and program guidelines. Participates in periodic evaluative reviews and/or in-house and external staff training to ensure that he/she understands and continues to adhere to such standards. Initiates requests for assistance or guidance from Supervisor to address new issues or complex concepts affecting adherence to professional standards.
  • Answers and routes all incoming calls ensuring they are routed to appropriate person/program.
  • Develops, coordinates and maintains internal directories for accurate call routing.
  • Performs non-specialized tasks, as needed, including but not limited to word processing, note taking for meetings, data entry, filing, mail sorting in accord with Organizational standards (i.e., First Impressions Standards) and organizational guidelines.
  • Analyzes and performs specialized database entry for e-Requestor, including but not limited to reviewing bills and statements, entering them into system, assigning cost centers and obtaining necessary approval.
  • Notifies IT or management if copy machines or other equipment is not working properly .
  • Assumes a leadership role and maintains an appropriate professional demeanor towards co-workers, visitors, clients, supervisors and other non-personnel.
  • Participates in team meetings and special projects, as assigned.
  • Assists in the ordering, receiving and distribution of office supplies and monitors inventory levels.
  • Provides full central mailroom services, including processing of incoming and outgoing mail and parcels shipping and receiving, supply distribution, scheduling of messenger service,
  • Adheres to professional standards as outlined by organizational plans/policies and program guidelines. Participates in periodic evaluative reviews and/or in-house and external staff training to ensure that he/she understands professional standards and continues to adhere to such standards. Initiates requests for assistance or guidance from Supervisor to address new issues or complex concepts affecting adherence to professional standards.
  • Responsible of cash and cash equivalent reconciliations
  • Other duties may be assigned.

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: H.S. Diploma or equivalent and five years of experience or Associates degree (A.A) or equivalent from two year college or technical school and one year related experience required.
  • Licenses/Certifications: Valid driver’s license and clean driving record may be required.
  • Other Qualifications: Demonstrated high level of computer proficiency, including knowledge of word processing, spreadsheet and database software. A familiarity with or understanding of program-specific terminology (i.e., mental health and addictions) may be required.
  • Language Skills: Fluency in a second language may be required. Ability to write reports, correspondence, and instructions. Ability to effectively present information and respond to questions from staff, managers, participants, vendors, and the general public.
  • Mathematical Skills: Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.
  • Reasoning Ability: Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.
  • Computer Skills: To perform this job successfully, an individual must have extensive knowledge of Internet Explorer, Outlook/Exchange; and Windows Office applications; and must be willing to master other software routinely used by Heartland Alliance.

Competencies: To perform the job successfully, an individual should demonstrate the following competencies.

  • Excellent verbal and written communication skills.
  • Proficient math and computer skills.
  • Strong organizational skills.
  • Ability to work with diverse populations.
  • Exceptional dedication to customer service
  • Demonstrable ability to analyze and solve complex problems in accordance with established procedures and guidelines.

Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  • While performing the duties of this job, the employee is regularly required to use hands to finger, handle, or feel and talk or hear.
  • The employee is frequently required to reach with hands and arms.
  • The employee is occasionally required to stand; walk; sit; climb or balance; and stoop, kneel, crouch, or crawl.
  • The employee must occasionally lift and/or move up to 40 pounds.

Heartland Alliance makes all hiring and employment decisions, and operates all programs, services, and functions without regard to race, receipt of an order of protection, creed, color, age, gender, gender identity, marital or parental status, religion, ancestry, national origin, amnesty, physical or mental disability, protected veterans status, genetic information, sexual orientation, immigrant status, political affiliation or belief, use of FMLA, VESSA, military, and family military rights, ex-offender status (depending on the offense and position to be filled), unfavorable military discharge, membership in an organization whose primary purpose is the protection of civil rights or improvement of living conditions and human relations, height, weight, or HIV infection, in accord with the organization’s AIDS Policy Statement of September 1987.I,A3303_837_0


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