Office Administrator

Coordinated Care Services, Inc. (CCSI); Village of Johnson City (NY); On-site; USD 32,000 - 34,000; Full time

Benefits offered by this job

Wellness program

Professional development opportunities

Equity & anti-racism focus

Job summary

Coordinated Care Services, Inc. (CCSI) seeks an Office Administrator to support the Broome County Mental Health Department (BCMHD) in Binghamton, NY. The role focuses on facilities, records, scheduling and communications to enable program operations.

The position requires an Associates degree with 3 years of related office experience, strong MS Office skills, and the ability to handle confidential information with discretion. Onsite, full-time role with background checks.

Qualifications

• Associates degree and 3 years related office experience, or equivalent education and work experience.
• Ability to satisfactorily complete required background screenings for the role.
• Respect the confidential nature of information and follow privacy policies.

Responsibilities

• Facilities management: coordinate site communications, manage room/equipment reservations and inventory.
• Schedule appointments, coordinate meetings, and maintain calendars for Department leadership.
• Record management: handle records requests and ensure timely response.
• Onboarding/offboarding: manage County IT access and badge security for staff.
• Coordinate communications with partner organizations and maintain lists and subscriptions.

Skills

MS Office

Communication

Collaboration

Problem-solving

Education

Associates degree + 3 years experience

Tools

MS Office Suite

Web-based portals

Job description

Office AdministratorBroome County Mental Health Department (BCMHD)Binghamton, New York - OnsiteNonexempt, Full Time, 40 hours/weekCompensation: $23 to $25/hourPut the CARE in your CAREER!At CCSI, our mission is to activate possibilities and spark change in organizations that put people first. Our vision guides us all in the right direction: a world of communities where everyone flourishes. CCSI is a trusted partner to human-centered organizations. We work with government, education, and non-profit institutions to strengthen their day-to-day operations, build successful teams, plan for the future, and increase their impact. We help organizations rise so communities can flourish. If you’re looking for a career with purpose that creates lasting change in the community, we encourage you to apply.We are seeking a talented Office Administrator to join our team of nearly 500 employees. The Office Administrator assists the Department with supporting its mission: to promote and protect the mental health, substance use recovery, and intellectual/developmental abilities of the individuals, families and communities of Broome County. The Office Administrator is assigned to work on behalf of BCMHD with professional verbal, digital, and in-person communication modalities, as well as owning and administering various roles and projects on its behalf. The position identifies and cultivates relationships with key staff in relevant County Departments to facilitate communication and conduct business. The Office Administrator will assist Broome County Department leadership with required Department functions, responsibilities, and communications as assigned.CCSI is partnering with Broome County Mental Health Department (BCMHD) to hire an Office Administrator . This position is employed by CCSI and working on behalf of Broome County Mental Health Department (BCMHD).This position will support all aspects of general office functioning, including:Facilities Management: Coordinating site related communication and planning; representing the department in county facility meetings; managing room and equipment reservations.Ensure items in storage are kept neat, organized and easily accessible.Maintain a master inventory of all Department assets and track items that need restocking or replacement.Serve as point person for resolving facilities-related concerns, take initiative to resolve problems as they arise.Conduct regular compliance checks on signage, emergency exits, first aid supplies, and other emergency-related Department logistics.Takes responsibility for the stocking, cleanliness/condition of Department common areas including hallways, storage rooms, conference/interview rooms, copy room, and kitchen.Office Clerical Functions: Facilitating/monitoring staff and department communicationsManagement of conference rooms, office supplies, information technology, maintenance of technical resources (copiers, etc.) and ingoing/outgoing mail.Monitor Department shared email and organize incoming information, providing same-day or next day follow up communications.Schedule appointments, coordinate meetings, and maintain calendars for Department leadership, as requested.Compile materials and prepare agendas for plannings sessions, committee meetings, and legislative sessions.Maintain contact lists for partner organizations and stakeholders that are accurate and up to date for efficient Department communications.Create and manage an online listserv to share timely updates, funding opportunities, and program announcements with provider contacts, including maintaining subscription lists and coordinating message distribution.Records Management: Receive and respond to all Department records requests in alignment with Department Policy within five (5) business days receipt.Staff: Coordinate employee, both County and CCSI, onboarding and offboarding via the management of County IT network and Security clearance(s), badge access for department staff, maintain employee data, ensure accesses to needed systems and emergency contact information is updated annually.Local Government Unit: This position will provide administrative support for the statutory responsibilities of the Broome County Department of Mental Health, including:Documentation handling and management.Scheduling and documenting several board and subcommittee / specialty meetings subcommittees.Managing board communication, membership, Bylaw compliance, and practices that align with the Broome County Charter and applicable laws and statutes.Supporting communication with state oversight agencies (OASAS, OMH, OPWDD, DCJS, DOH, etc).Support Department programs, projects, and tasks as assigned.What you bringAssociates degree and three (3) years related office experience, or equivalent education and work experience (see CCSI's equivalency chart).Demonstration of progressive independent responsibility.Required for this position are:Ability to satisfactorily complete required background screenings required for specificity of role. This will include, but is not limited to, Broome County Security background check.Respect the confidential nature of all CCSI and CCSI customer information you are exposed to in the course of your work performance. Staff working directly with protected health information /electronically stored protected health information, personally identifiable information, and other patient/consumer/customer data, will abide by the specific procedures and policies outlined by CCSI’s Code of Conduct and CCSI’s Privacy and Security Policies, New York State regulations and Federal regulations.Physical conditions commensurate with the demands of this position.Thorough knowledge of effective communication strategies and formats.Building collaborative relationships.Valuing diversity and fostering an inclusive environment.Striving for self-development and taking initiative to be resourceful.Ability to work collaboratively & proactively to problem-solving both independently and with others.Working knowledge of practices and services that prevent and promote care and treatment for individuals with behavioral health concerns.Computer skills, including MS Office applications.Competency with web-based portals and platforms. At CCSI, you’ll enjoyMarket-competitive compensationAn award-winning Wellness@Work and employee benefits program.An organization that is committed to racial equity and anti-racist practices.Continuous professional development opportunities.A voice in shaping CCSI’s ever-evolving diverse company culture.We Are CCSI!For more than 30 years, CCSI has been a leading non-profit partner to government agencies, schools, and community-based organizations in the mental and behavioral health space. We aim to maximize these organizations’ potential to serve their communities by supporting their business operations and staffing needs. We dream of communities where everyone flourishes, and we are proud to help our customers move towards that goal.At CCSI, you are not just part of a team, you are part of a community. You do not just fit in, you belong. We are proud of our steadfast commitment to equity, working diligently to remedy the impact of systems of racism and other forms of oppression to ensure that everyone in our employee community can flourish. We encourage applicants from diverse backgrounds to consider joining us.CCSI does not accept inquiries from third-party recruiters or search agencies.CCSI participates in E-Verify, a federal program that confirms the employment eligibility of all newly hired employees by comparing information provided on the Form I-9 with records from the U.S. Department of Homeland Security and the Social Security Administration.Coordinated Care Services, Inc (CCSI) provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.