Key Position Responsibilities

Administrative Support

• Invoicing clients & overseeing accounts receivable to ensure timely/accurate processing and reporting
• DBHDD Processes
  • Families in waiting
  • Payment agreements
  • Budgeting of waiver funds
  • Create educational resources specifically in this area
  • Establish NSM as a subject matter expert – document, teach, research, update, etc.
• Manage Playground software for employee & family tracking and communications
• Maintain Bloomerang CRM system for accuracy (data and timeliness)
• Coordinate logistics for meetings, events & programs – internally & externally
• Support the grant application process, including researching opportunities, preparing proposals, and tracking deadlines.
  • Ensure compliance with grant requirements and reporting, working closely with program staff.

Communication and Stakeholder Engagement:

• Greeting all clients and caregivers during opening and closing, including answering phones
• Serve as a point of contact for external inquiries, stakeholders, and partners
• Collaborate in the development of marketing materials, newsletters, and social media content
• Maintain a positive and professional image of the organization in all interactions

Human Resources Management

• Organizational HR Responsibilities
  • Lead onboarding & offboarding activities
  • Benefits administration
  • Employee documentation and forms – ensure all information is current
  • Payroll administration and attendance tracking
  • Maintain Employee Handbook for currency & accuracy – update quarterly
  • Certification management

Operational Efficiency

• Implement and measure operational excellence processes
  • Improve process efficiency throughout Next Step Ministries
  • Researching, implementing and tracking cost savings efforts
  • Track and maximize equipment usage, repair, acquisition
• Implement strategic plan, as directed
• Technology/IT – maintaining necessary systems and associated vendors

Facilities/Infrastructure Management

• Timely resolution of facility issues at both locations
• Manage phones, security, technology, HVAC systems – contracts and maintenance
• Oversee indoor cleaning, ongoing landscaping, external maintenance
• Tracking frequency and cost of maintenance. Plumbing, electrical, roof, repairs, etc.
• Creating and maintaining a vendor contact list for quick reference

Vendor / Contract Management

• Researching, managing and evaluating vendors
  • Adherence to contractual terms
  • Establish service level agreements
  • Negotiations and accountability as needed

Compliance / Risk Management

• Ensuring Next Step Ministries compliance with physical, legal & regulatory requirements
  • Managing insurance claims, assessing and mitigating risks
  • Data protection for participants, employees and donors
  • Knowledge of relevant laws, regulations, and standards related to serving individuals with disabilities
• Researching, educating families/caregivers and managing funding – CAG, CLS, CAI, CLI