Facilities Office Specialist

Apache Behavioral Health Services, Inc.•Whiteriver, AZ

21d•Onsite

About The Position

The Facilities Office Specialist supports the daily operations of Apache Behavioral Health Services (ABHS) Facilities Department by providing administrative and clerical support. This position ensures efficient office operations through effective communication, scheduling coordination, document management, and administrative oversight. The role works directly with the Facilities Director to monitor projects, track timelines, and maintain organized records.

Requirements

Strong written and verbal communication skills.
Excellent organizational and time management abilities.
Proficiency in office software (Microsoft Office or equivalent).
Ability to manage multiple tasks while maintaining attention to detail.
Reliable transportation.
Valid Arizona Driver’s License and reliable transportation.
Ability to pass all pre-employment testing, including, but not limited to, fingerprint clearance, drug testing and background check.

Nice To Haves

Experience with administrative or clerical support preferred.
Certified Facility Manager (CFM) credential, or equivalent, preferred.
Experience planning and maintaining facility budgets.
Professional leadership experience, preferred.
Strong attention to detail.
Excellent office skills, including effective planning, organizing and prioritizing tasks.
Must demonstrate interpersonal skills with an ability to work effectively with a wide range of people, teams, managers, supervisors.

Responsibilities

Maintains, with relative independence completing assigned task accurately and in maintaining standard correspondence, files and report of assigned area.
Provide administrative and clerical support to ensure smooth daily operations of the Facilities Department.
Maintain and coordinate schedules, ensuring appointments and meetings do not conflict.
Perform data entry and maintain accurate electronic and physical records.
Organize and file department documentation in accordance with agency procedures.
Assist the Facilities Director in tracking project progress, timelines, and deliverables.
Review and maintain familiarity with Facilities policies and procedures.
Prepare correspondence, reports, and other administrative documents as needed.
Communicate effectively with staff, departments, and external partners both verbally and in writing.
Support coordination of departmental meetings and maintain related records.
Understands and interprets procedures and practices related to various departments and assigned programs.
Create, review and maintain various reports through the use of databases, spreadsheets and various software programs.
Performs research for assigned areas.
Will cross train with other positions within the department for backup as assigned.
Compiles and computes data from files, computer maintenance management system (CMMS) and other sources in preparing reports.
Maintains a high level of confidentiality.
Establish work procedures and priorities.
Coordinates work between Facilities programs.
Keeps up to date times and leave records of staff that directly report to Facilities Director.
Performs related work as required.
Performs special assignments as requested.
Predictable attendance and punctuality in accordance with Facilities Department expectations.
Ability to work independently with little to no supervision.
Other duties as assigned.