[Hiring] Management Services Specialist @ARC

Role Description

The Management Services Specialist will work in coordination with the Access to Services Unit Manager and team members to provide advanced and complex administrative support that includes program and data analysis as well as maintaining accuracy of databases and tracking tools. These services include but are not limited to Aging and Disability Resource Connection (ADRC), Nursing Home Transitions, MDSQ and Community Options Counseling programs.

This role includes responsibilities related to the support of the Access to Services team. It provides maintenance and development of workflow and process tracking mechanisms to ensure standards of promptness are met per state policy and internal protocol; includes data entry in the DAS Data System (DDS); compilation and reconciliation of monthly expenses; mailings to remote team members as well as to individuals in the community; calls to nursing home staff and other professionals.

Essential Duties and Responsibilities:

• Prepares, organizes, and maintains files, logs and records; enters and updates system data; reviews and maintains schedules; photocopies documents; maintains and secures confidential and sensitive information.
• Assists and provides support in meeting and/or event planning; coordinating event logistics and dissemination of information.
• Assists staff with marketing and/or communication efforts by updating websites, preparing email blasts; and preparing marketing and communication materials from draft copy.
• Provides basic research in assigned area; compiling information and entering information into related databases; extracts information from databases and creates and edits charts and reports.
• Compiles, organizes, and tracks data and information; reviews and verifies data for accuracy and completion; prepares and distributes standard reports, notices, requests, documents and/or correspondence; monitors completion, authorization and timely return of applicable documents and forms.
• Responsible for maintaining all Standard Operating Procedures needed to identify the work of the unit.
• Processes and monitors status of a variety of administrative and financial transactions such as invoice payment, credit card reconciliation/payment, procurement forms and/or travel arrangements; coordinates internal office transaction processes.
• Perform other duties as assigned to support agency goals and objectives.

Qualifications

• High School Diploma or GED and four (4) years of related administrative support or customer service experience.
• An equivalent combination of education and experience sufficient to successfully perform the essential duties of the job.

Requirements

• Selected candidate will be subject to a criminal background check.

Benefits

• Knowledge of the Aging Network, experience in the field of aging/disabilities.
• Knowledge of financial transaction processing such as paying invoices, procurement processing and/or travel arrangements.
• Knowledge of software applications used to create charts, graphs, and other visual documents.
• Skilled in processing and tracking transactions including financial materials and/or program applications.
• Ability to work in collaboration with other team members and unit supervisors.
• Ability to compile and assess data to identify trends.
• Ability to work independently, establish priorities and organize work.
• Ability to multi-task with attention to detail and strong time management skills.
• Ability to organize tasks, meet deadlines, and manage and prioritize competing demands.
• Possess excellent communication skills, including both written and verbal.
• Possess excellent customer service skills.
• Knowledge of database operations sufficient for entering and extracting data.
• Possess strong analytical, technical, and organizational skills.
• Proficient in Microsoft Office Suite (Outlook, Word, Excel, Teams and PowerPoint) and data management systems.