Management Support Specialist

Description of essential duties and responsibilities:

• Requires flexibility while performing advanced level management support duties as well as providing support to employees and programs.
• Assignments may be broad in nature and require originality and ingenuity.
• Responsible for performing special functions in the areas of payroll, budgeting, with an emphasis on accounting, human resources, quality assurance or development services requiring an understanding of applicable practices and procedures.
• Responsibilities will vary in accordance with assigned area of responsibility and could include; preparing, reviewing, and validating financial transactions, payroll, purchase orders, maintaining support systems, providing training, coordinating the activities in programs, assisting with reviews and analysis, maintaining documentation and compliance.
• Coordinates and carries out special projects, report preparation, and research to facilitate an administrative staff member and assisting with program gaps.
• Office Management. Ensures administrative details are completed. Applies advanced skills to solve situations. Resolves questions and problems.
• Accounting Coordination. May act as the accountant and or payroll coordinator for the department or assists the accountant/payroll coordinator. Collects time sheets, enters data, tracks leave, special pays, and works in KRONOS.
• Personnel Coordination. May assists with new employee paperwork and ensure accuracy. Contacts various departments to request information, provide Kronos training for new staff and may act as HR and or assist with HR functions. Cover front desk as needed.
• Project Coordination. Coordinates and carries out projects or assignments requiring initiative, independent action and specialized knowledge or expertise. May include event planning, assisting with in-house wellness initiative and collaborations with other agencies.
• Report Preparation. May develops original drafts of materials using specialized knowledge. May assist Facility Directors and Administrative staff in the preparation of reports or packets of information, quality assurance data, etc.
• Information Distribution. Provides information to employees, downtown, or the outside public. Responds to surveys, questionnaires and other requests for information. May help distribute mail, newsletters to department, and downtown deliveries.
• File Maintenance. Creates and maintains records, reports, and files. Maintains office files that may be of a confidential nature such as personnel information, accounting, and/or payroll files.
• Provide technical information to staff, vendors, and the public
• Performs related duties as assigned or as required to successfully fulfill the function of the position including program gaps throughout the center, with primary focus in Administration.
• May provide lead direction in the form of technical and functional support to Bullying program and other school related programs.

Qualifications for position:

• Associates Degree plus three years of technical experience with emphasis in accounting procedures, QuickBooks, advanced Excel, project coordination, and report preparation.

• Must pass a background check, drug, and alcohol screening.

Supervisory relationships:

This position reports directly to the Facility Directors.

Skills and knowledge required:

Excellent oral and written communication skills; Support Inclusive and respectful work environment; Accounting/ payroll/ budgeting principles; Excellent computer skills (Word, Excel, and Outlook);

Data entry skills; Detail oriented; Maintain work relationships; Prepare data, interpret information;

Flexibility; Must be team player; willing to learn new program skills; Troubleshooting and implementing resolutions; Apply and explain applicable laws, regulations, policy and procedure

Prior experience required:

See qualifications

Personal qualities:

Individual must have sufficient interpersonal skills in order to work closely with professional peers

Amount of travel and other special conditions or requirements:

Some travel will be required to perform some duties and to receive job-related training.

Work Schedule:

Required 40 hour work week