Community Inclusion Operations Assistant

Bloomington•Bloomington, MN

2d•Onsite

About The Position

This Fraser position acts under the supervision of the Operations Supervisor (OIC), Operations Manager (OM), Community Inclusion Operations (OIC) to provide excellent customer service while ensuring all department operations procedures are met and all safety, health, and facility maintenance procedures are carried out efficiently and effectively. Works collaboratively with CIO and program staff to ensure high-quality standards. Provides reception, telephone, office and administrative support to Case Management (CM), Community Living (CL) and Career Planning and Employment (CPE).

Requirements

HS diploma or equivalent required.
Minimum one year of administrative experience in an office environment is preferred.
Level II of this position requires minimum one year of administrative experience in an office environment.

Nice To Haves

Post-Secondary education in Business or a health-related field preferred.

Responsibilities

Demonstrates thorough knowledge of on-site CIO policy and procedure manual; ensures all Operations policies and procedures are carried out in assigned location(s).
Assures adherence to all infection control, safety and program policies related to Operations procedures. This includes maintaining supplies within first aide/emergency kits/cleaning kits, and/or following appropriate cleaning protocol for bodily fluids and/or other spills as needed.
Carries out equipment cleaning tasks for building, as needed.
Reports site needs based on daily basic facility or Operation’s needs; works with Facilities to address more complex needs, ensuring facilities are in good working order to serve clients safely and appropriately.
Orders, inventories and maintains general office supplies and safety/cleaning supplies. May coordinate supply orders for program teams, including food orders, as requested.
Ensures reception area, break room, copy areas, and meeting rooms have adequate supplies and are clean and maintained.
Assists with keeping office equipment maintained and calling for service when needed.
Monitors meeting room scheduling, assures room changes are proactively communicated to supervisor and team, as needed.
Keeps and coordinates conference room calendars.
Conducts emergency drills as directed by CIO, following the established schedule and procedure.
Ensures the building has current policy/procedure(s) available for staff reference regarding emergency response; participates as member of emergency response team.
Monitors building exterior perimeter for cleanliness and safety issues, including all entrances accessible and free of hazards. Some snow shoveling in winter may be designated.
Monitors and communicates parking issues to Facilities, as needed.
Works collaboratively with CIO and program leadership to coordinate and track site-specific key fob management and security access.
Monitors and reports desk/office assignments, needs, and changes on an ongoing basis.
Finds new ways to be even more meaningful, effective and efficient for our families, staff and partners.
Answers telephones and transfers to appropriate person/division and greets visitors.
Assists with problem-solving for caller/ visitor inquiries under the oversight of the OIC.
Creates and modifies documents using Microsoft Office, Excel and SharePoint.
Performs general clerical duties to include but not limited to: scanning, copying, faxing, mailing, and filing.
Sorts, scans, and distributes incoming faxes and daily mail/materials.
Scans documents accurately and efficiently.
Creates and maintains files under established naming conventions.
Assures quality of files prior to disposal of paper records.
Provides assistance to others as needed with handling copier, fax, postage machine and printers.
Acts as primary back up to assist with closing and securing building.
Prepares outgoing correspondence, as requested.
Maintains and updates Fraser telephone and reference lists, as needed.
Copies and collates special projects, as requested.
Assists with maintenance of departmental files, as needed.
Provides back-up support to other Community Inclusion Operations staff and programs upon request.
Applies postage to outgoing mail, tracks postage meter and reports the need to order postage.
Assures a clean and visitor-friendly welcoming environment.
Provides additional support with special projects, as assigned by supervisor.
Provides mentorship and assist with training other administrative staff for Community Inclusion Operations, as needed.
Embrace the core values of Kindness, Empathy, Love, and Learning, which are the heart of Fraser culture and mission. Living this culture and sharing our mission are top priorities of the organization and a collective responsibility of every Fraser employee.
Comply with all Fraser policies and procedure requirements, and any applicable regulations.
Serve as an advocate for clients served.
Actively support Fraser’s mission, strategies and change initiatives.
Demonstrates Fraser desired behaviors Compassion and Empathy Display Positivity Be Responsive Be Present and Prepared Foster Teamwork and Collaboration Demonstrate Courage and Confidence Engage in Effective and Clear Communication Be Open to New Ideas and Innovation
Responsible for maintaining compliance with all HIPAA regulations and requirements.
Treats all client information as confidential and utilizes protected health information on a minimum necessary basis.
Complies with all requests for action from management in support of understanding and carrying out Fraser’s compliance program.
Understands and complies with Fraser’s Corporate Compliance Program including Standards of Conduct.

Benefits

Medical, dental and vision insurance
Health Savings Account (HSA) and Flexible Spending Account (FSA)
UKG Wallet – Eligible employees can access earned wages before payday for added financial flexibility
Employee Assistance Plan (EAP)
Life, AD&D and Voluntary Life Insurance
Long-Term Disability, Accident Insurance, Critical Illness Insurance and Hospital Indemnity Insurance
Pet Insurance
403(b) Retirement Plan with Company Match
5 weeks of paid time off annually (18 days PTO + 9 Paid Holidays)
Opportunities for community involvement in Fraser-organized events
Career growth opportunities
Employee Referral Bonuses