Administrative Specialist I

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Description/Job Summary

Job Description

 
Title: Administrative Specialist Reports to:  Security Account Manager
FLSA Status:  Non-Exempt EEO-1 Code: Union Code:   Non-Union
Salary Range: Job Family:
 
JOB SUMMARY:
You are an experienced and passionate Administrative Specialist. As an Administrative Specialist, you will perform a variety of administrative functions that may include: uniform inventory and tracking; manage employee RTO/VACA/LOA tracking, incident report processing, record keeping, filing, reception, compilation of data for reports, monitoring personnel compliance, data entry, assist with SIRTS and billing, assist with tracking statistics, processing Lost and Found, processing parking permits, processing paperwork, ordering and tracking uniforms and other miscellaneous and/or ancillary tasks as assigned by the Security Account Manager.
 
 
YOUR IMPACT:
We strive to be an industry leading physical healthcare security organization, providing safety for our Healthcare Client and the communities they serve. You thrive on the consistent and meaningful contributions that you make — contributions which help provide a safe and secure environment that enables our Clients to deliver high quality affordable healthcare. You make this possible. You are providing high-level of healthcare security services that will help to change the future of healthcare security.
 
RESPONSIBILITIES
 
  • Provide an atmosphere in which all Client staff, members and visitors know that the Client responds to and cares about their needs; provide a courteous, respectful and pleasant interaction with each client staff, member and/or visitor; presents a good image of BCI, the Client and its Security Department.  Maintain and display good public relations skills when interacting with staff, members and visitors
  • Perform a variety of office administrative functions, such as preparing correspondence and reports, processing mail, scheduling meetings, telephone and in-person reception, and filing
  • May process and manage card access badges and Photo IDs
  • May assist with uniform inventory and tracking
  • Input scheduling/payroll data into an automated resource system and reconcile all payroll entries and invoices
  • Verify employee hours worked to contract requirements
  • Review and redistribute to appropriate person/department all incident reports, compliance paperwork, internal applications, uniform requests
  • Responsible for filing of timesheets, SARS and incident reports
  • Accurately maintains the Lost and Found department log and assures all property removal is conducted within appropriate policy requirements and in accord with client standards
  • Read and interpret documents such as police reports, local and state law, instructions and procedure manuals
  • Adhere to all company policies and procedures and remain in compliance with local, state and federal regulations
  • Respond to and assist in incidents of disaster: healthcare facility emergency codes, fire, medical emergency, bomb threat, flooding, water discharge, elevator emergency, hazardous material event, inclement weather, and any other emergency incidents
  • May fulfill the responsibilities, qualifications & competencies of a Healthcare Security Officer, including: control access to client facility, monitor entrances and exits, prepare and submit required reports per Client procedures and observe and watch for signs of crime or disorder and report any suspicious/unusual behavior or hazards by notifying the appropriate party
 
 
QUALIFICATIONS
 
  • High School Diploma or GED and an Associate's Degree
  • One (1) year of related experience, or an equivalent combination of education and experience sufficient to perform the essential functions of the job
  • Valid Government issued Driver’s License or valid state issued I.D. card
  • Bureau of Security and Investigative Services Certification or Guard Card
  • Demonstrate excellent written and verbal communication and interpersonal skills
  • Knowledge of standard office operations and procedures
  • Demonstrated knowledge of mathematical concepts including computation of rates, ratios, percentages, averages and reconciliation
  • Able to pass each healthcare competency exam and/or skills lab
  • Ability to use computers and office productivity software
  • Excellent planning, organizing, and project coordination skills
  • Ability to be an effective team member and manage multiple tasks with good time-management
  • Courteous and professional telephone manner, with accuracy in taking messages
  • Must have a reliable form of transportation
  • Must maintain confidentiality, including adherence to HIPAA regulations
  • As a condition of employment, employee must successfully complete a background investigation and a drug screen in accordance with all federal, state, and local laws
 
 
WORKING CONDITIONS AND PHYSICAL/MENTAL DEMANDS
 

A candidate must be physically and mentally fit to effectively perform all essential functions, with the following job demands:

  • Able to frequently sit, stand, walk and climb during shifts for potentially long periods of time
  • Able to reach with arms, stoop, kneel, crouch, crawl and grasp objects with hands and fingers
  • Able to frequently lift and/or move up to 25 pounds and occasionally up to 75 pounds
  • Able to run as needed to quickly respond to emergencies and other incidents
  • Able to physically restrain people and assist in moving restrained individuals
  • Comfortable working in various environments with or without the use of protective gear and devices, with possible exposure to: deadly weapons, injury from violent persons, infectious persons, gases and fumes, blood and bodily fluids, hazardous chemicals, inclement weather and noise levels in the work environment ranging from extreme noise to extreme quiet
 
* Additional responsibilities/qualifications/working conditions may be assigned and receive preference, depending upon the nature of the position
 


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We are an Equal Opportunity / Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, or protected veteran status.