Office Specialist

JOB DESCRIPTION: Office Specialist/Safety Officer

ORGANIZATIONAL SALARY LEVEL:

REPORTS TO: Executive Assistant

POSITIONS SUPERVISED: None

SCHEDULE: Full-time position not considered exempt from overtime

Monday - Friday hours 8:00 am - 5:00 pm

JOB PURPOSE: To advance the mission of DWI by providing proficient secretarial support to diverse departments within the organization, with a particular focus on facilitating compliance with the safety program.

JOB SCOPE: Ensure compliance with the Corporate Safety Program directives, overseeing records maintenance, invoicing, and communication with the Safety Coordinator. Enforce safety policies, conduct inspections, and coordinate emergency procedures. Provide administrative support including payroll assistance, report preparation, and meeting minute-taking. Uphold organizational efficiency through document management, equipment operation, and stakeholder communication. Champion Development Workshop, Inc. in the community and facilitate stakeholder interactions.

Key Responsibilities Contributing to Corporate Values and Goals:

Fiscal Responsibility: Implement cost-effective safety measures and office resource management strategies while ensuring compliance with safety regulations, standards, and budgetary guidelines.

Quality Assurance: Maintain high standards of safety protocols, procedures, and professionalism in office correspondence, documentation, and administrative tasks to safeguard employees, assets, and uphold accuracy.

Innovation: Suggest and implement innovative safety solutions and administrative processes to continuously improve workplace safety practices and operational efficiency.

Corporate Culture: Promote a culture of safety consciousness, compliance, and excellence in all organizational functions, fostering a safe, healthy work environment, and upholding the organization's values and culture.

Capacity Building: Provide training, support, and proficiency enhancement opportunities in safety knowledge, practices, office procedures, and technologies to empower employees and colleagues to contribute to a safer workplace and improve office effectiveness.

Stakeholder Satisfaction: Ensure stakeholders' safety concerns are promptly addressed, and they receive courteous, effective support in all interactions, fostering positive relationships and satisfaction with both safety and administrative services.

Safety Responsibilities:

• Ensure location compliance with Corporate Safety Program as provided by the Safety Coordinator and/or Management Team.
• Maintain records and invoicing for Corporate Safety Program.
• Scan and send records and invoicing to Corporate Safety Coordinator upon receipt.
• Review and enforce existing policies, procedures and measures and present updates to Corporate Safety Coordinator as needed.
• Ensure compliance with OSHA standards as provided by Corporate Safety Coordinator.
• Review and enforce emergency procedures and ensure implementation of the Emergency Response Guide and Safety Manual as directed.
• Participate in scheduled safety committee meetings to identify health and safety concerns in daily operations.
• Coordinate, log, and analyze emergency drills; make changes and offer training as needed for efficient drills.
• Provide advice to Corporate Safety Coordinator on minimizing hazards or unhealthy situations.
• Monitor workplace safety and offer suggestions for safety procedures, compliance with CARF standards, and local, state, and national rules and regulations.
• Maintain awareness of active and developing safety situations.
• Conduct inspections of premises and personnel to identify issues or non-conformity.
• Stop any unsafe acts or processes and focus on prevention.
• Perform or facilitate site self-inspections and pass on regular safety messages as provided by Corporate Safety Coordinator.
• Monitor and replenish First Aid kits and order Safety Supplies from Corporate Safety Coordinator.

Administrative Responsibilities:

• Aid with sorting, collating, sealing, and distributing payroll.
• Support and help the completion of regular reports, compose letters, memorandum, forms, and correspondence for management and administrative teams.
• Maintain scheduling and events calendars, schedule and confirm appointments for clients, customers, or supervisors.
• Take quality meeting minutes at safety meetings.
• Organize and maintain archived company documents and support electronic filing systems.
• Operate office equipment such as fax machines, copiers, and phone systems, and use computers for various applications.
• Welcome visitors and participants in a friendly and helpful manner, answer inquiries, and handle incoming mail and publications.
• Assist in ordering, receiving, stocking, and distributing office supplies and maintain security procedures.
• Accurately file and maintain files for various departments and uphold confidentiality of information.
• Respond timely to requests made by stakeholders.
• Monitor security cameras and notify the CEO or Safety coordinator of any concerns that may arise.
• Complete job assignments as requested by immediate supervisor or other management team members.

Innovation and Capacity Building:

• Champion Development Workshop, Inc. in the community and positively present the agency to various stakeholder groups.
• Respond promptly to requests made by stakeholders by directing them to the appropriate staff.
• At DWI we value creativity and ingenuity in our approach to job duties. We foster an environment where staff are empowered to bring forth innovative solutions to challenges, explore innovative ideas, and continuously improve our processes. We believe that each team member has unique insights and perspectives that can drive positive change and enhance our organization's effectiveness. We encourage all staff to proactively contribute their innovative ideas, experiment with new approaches, and collaborate with colleagues to cultivate a culture of innovation and excellence.

Required Qualifications:

• High school diploma or equivalent.
• Preferred: Two years of experience in an administrative support function, such as secretarial or accounting, with exposure to safety responsibilities.
• Knowledge of modern office practices, procedures, telephone etiquette, standard office equipment operation, and basic safety protocols.
• Ability to successfully pass a Department of Health and Welfare criminal history background check.

Essential Skills:

• Proficiency in operating multi-line telephone systems, using voicemail features. using computer software, including Microsoft Office, TEAMS, and Outlook email applications.
• Familiarity with standard office equipment such as fax machines, photocopiers, and printers.
• Strong verbal and written communication skills, enabling effective interaction and completion of tasks requiring reading, math, and writing.
• Proactive approach to task completion, with the ability to work independently and take initiative.
• Commitment to delivering excellent customer service to both internal and external stakeholders.
• Collaboration skills, enabling effective teamwork and contribution to group goals.
• Adherence to confidentiality standards, including HIPAA regulations, to safeguard protected health information (PHI) of individuals served.
• Adhere to the commitment of upholding the highest ethical standards. All employees are expected to adhere to specific codes set forth by the DWI Ethical Code of Conduct.

Physical Requirements: Candidates must be able to lift, bend, stoop, reach, stand, or sit for extended periods. The role involves frequent lifting of objects weighing up to 10 lbs. and occasional lifting of 20 lbs. or more. Additionally, proficiency in manipulating a computer keyboard and using a variety of office machines is required.

Personnel and Policies: As a condition of employment, adherence to all rules of conduct and standards established by DWI is expected from all employees. The Employee Handbook delineates these standards comprehensively. It is incumbent upon the employee to acquaint themselves with these standards, both at the time of hire and as they may evolve in the future.

Employment at Will: Employment at Development Workshop, Inc. is at will, meaning that no statements or conduct from the employer, supervisors, or employees of DWI shall be construed or relied upon as altering the at will status of any individual employee.