Administrative Services Specialist

Nebraska Childrens Home Society Inc; Omaha (NE); On-site; USD 38,000 - 58,000; Full time

Job summary

Nebraska Childrens Home Society Inc. is seeking an Administrative Services Specialist to support the Operations Department. The role involves managing calls, scheduling, filing, data entry, document organization, and inventory control, with occasional reception duties.

The position requires strong communication, confidentiality, and proficiency with Microsoft Office. Bilingual ability is preferred, and travel to multiple sites may be required.

Qualifications

• High School graduate or related work experience.
• Associate degree preferred.
• Proficiency in Microsoft 365 Office Suite.
• Ability to maintain confidentiality of sensitive information.
• Strong written and verbal communication; team collaboration.

Responsibilities

• Provide administrative support to the Operations Department and designated programs.
• Manage phones, schedule appointments, filing, document organization, data entry, and office supply orders.
• Maintain and update case files; run activity reports; assist COA/licensing preparation.
• Greet visitors, direct inquiries, and provide reception support.
• Coordinate travel arrangements and floating coverage across offices.

Skills

Microsoft Office

Microsoft 365 Office Suite

Communication

Confidentiality

Notary credential

Bilingual (preferred)

Education

High School Diploma

Associate degree preferred

Tools

Office equipment

Job description

Job Title: Administrative Services SpecialistJob Classification (Exempt or Non-exempt): ExemptReports To: Program Compliance DirectorJob Summary: Provides administrative support for the Operations Department including support to designated programs. Responsible for a wide range of tasks, managing phone calls, scheduling appointments, filing, organizing and managing documents, data entry, and ordering office supplies, and maintaining inventoryEssential Duties and Responsibilities:Under the direct supervision of the Program Compliance Director, perform support activities including but not limited to typing, filing, maintaining and keeping up to date case files, running activity reports, implementing procedures for managing the organization and privacy of documents, office supply inventory, merchant card reconciliation, and petty cash handling. Provide administrative support to programs as needed.Regularly participate in case file prep process and provides back up support for scanning records as needed.Ensure a welcoming environment and perform receptionist duties as assigned, responsible for greeting individuals, families, and visitors and connecting them to the appropriate person in the building. Receive and direct all incoming phone calls to the proper person.Maintain polite and professional communication via phone, video calls, e-mail, and mail with team members and vendors.Provide assistance with rental and reservations of NCHS office spaces.Receive and direct all mail to the proper person.Provide floating coverage to all NCHS offices and participate in cross training as needed.Schedule and make reservations for travel and travel accommodations.Demonstrate respect, appreciation, and sensitivity for diversity and confidentiality.Assist in the preparation and ongoing compliance for Council on Accreditation (COA) and annual licensing review.Follow quality best practices in performing assignments and provides support for Continuous Quality Improvement program.Supplemental Duties and Responsibilities:Commitment to NCHS mission, vision, values, CQI initiatives, and strategic plan goals.Maintain a positive and cooperative relationship with internal and external professionals.Participation in agency committees as assigned.Positive representation of NCHS in all community settings.Ability to interpret and abide by NCHS policies and procedures.Embracing and championing NCHS’s mission, values and culture.Other duties as assigned by the supervisor and/or director.Bilingual (preferred)Qualifications and Requirements:Minimum education and experience:High School Graduate and/or related work experienceAssociate degree preferred.Experience using Microsoft Office.Basic computer skills, with willingness to learn and utilize computer software and hardware applicable to the organization’s operations.2. Knowledge, skills, and abilities:Knowledge of computer spreadsheets and databases required.Proficiency in Microsoft 365 Office Suite and using technology and software applications.Ability to prioritize tasks and manage multiple projects simultaneously to meet deadlines.Ability to establish positive working relationships and communicate effectively, both verbally and in writing to all employees and community partners.Ability to maintain confidentiality relative to sensitive information.Ability to work independently and as part of a team, with strong collaboration skills.Current Notary or will to attain a Notary credential within 90 days of hire.Bilingual (preferred)3. Physical Demand:The ability to frequently communicate with NCHS team members and community partnerships.Able to inspect written communication and respond to directions and hazards.Able to move equipment weighing up to 35 pounds.Occasionally ascends/descends stairs in the building and home structures.Able to operate a computer and other office equipment.Able to remain in a stationary position and move about different work environments.This position requires access to reliable and safe transportation. A copy of insurance and registration will be required upon hiring.Schedule demandsAbility to adjust normal work schedule to meet the needs of NCHS employees to include evening and weekend work.5. Site factors (work location, environment, travel, etc.):Work in office setting and/or remotely.Local travel will be required with state-wide travel on occasion for meetings.Note: The physical demands and work environment characteristics described above are representative of those that will be encountered by a person performing the essential duties and responsibilities of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential job functions.