Facility & Engineering Support Specialist

At Bristol Health, we begin each day caring today for your tomorrow. We have been an integral part of our community for the past 100 years. We are dedicated to providing the best possible care and service to our patients, residents and families. We are committed to provide compassionate, quality care at all times and to uphold our values of Communication, Accountability, Respect and Empathy (C.A.R.E.). We are Magnet and received the 2020 Press Ganey Leading Innovator award for our rapid adoption and implementation of healthcare solutions during the COVID-19 pandemic. Use your expertise, compassion, and kindness to transform the patient experience. Make a difference. Make Bristol Health your choice.

Works under limited general supervision, performs a variety of significantly complex clerical and related support services to department. Exercises independent judgment in accordance with well-established policies, procedures and techniques. Carries out a variety of accounting and related tasks to record and document Construction Project Analysis, accounts payable and receivable transactions, weekly payroll, and monthly journals and account balances. Assists in preparation of financial statements, prepares audit workpapers and performs account analyses and reconciliation. Resolves moderately complex customer/employee questions and problems. Assists in special projects as necessary.

Essential Job Functions and Responsibilities:

Maintains Construction Project Job Analysis records for Bristol Hospital.

• Carries a variety of bookkeeping and related tasks to properly record and document CIP/Engineerings accounts payable. Follow up and/or investigate questionable transactions, record and process CIP/Engineerings monthly journals and reconciliation of account balances.
• Performs a variety of complex duties and handles trouble shooting involved in processing purchase orders, invoices, and CERs.
• Secures required signatures/approvals, and expedites further processing of paperwork.
• Reviews and processes data to determine payment and purchase order discrepancies.
• Matches the invoice sent to the Accounts Payable Department to the purchase order of debit memo and receiving document.
• Ascertains all purchase back up (invoices, POs, CERs, receivers, etc.) are complete and filed according to Record retention guidelines.
• Reconciles all CIP accounts monthly with the ESI System.
• Prepares JEs for CIP Labor and purchase orders.
• Develops tracking system for purchase orders and invoices.
• Prepares adjusting/correcting JEs as become necessary.
• Responds to internal and external requests for information regarding CIPs.
• Produces financial reports and spreadsheets as required.

Processes and departmental records.

• Ensures security of departmental and computer files in accordance with departmental procedures to protect confidential information.
• Coordinates documentation materials and records related to Environment of Care and Life Safety Code compliance.
• Assists with the completion of audits, JCAHO and DPH preparation and other special studies in all functional areas of the department. Works independently to compile, compute, and arrange data/information required, following generalized instructions.
• Responsible for documentation of records by gathering, reviewing and summing information relating to departmental activities. Researches errors and discrepancies and follows up with appropriate staff.
• Exercises appropriate discretion and confidentiality regarding patient and employee records and situations.
• Utilizes personal computer and associated software to enter and update a wide variety of pertinent departmental data. Initiates action to ensure accuracy of all data, conferring with staff and others as required.
• Communicates with appropriate departments regarding clients needs. Delivers/Routes appropriate medical/financial/billing information to other departments.
• Assists with budget compliance reports as required. Monitors expenses related to budget and provides reports as required.
• Participates in department meetings to review ongoing projects, priorities, etc. As appropriate, make suggestions for changes and improvements in departmental procedure workflow, etc.
• Compiles and sorts all materials/correspondence needing immediate attention of supervisor/staff.
• Resolves complex customer/employee questions and problems utilizing knowledge of department policies and procedures. Facilitate customer inquiries in courteous, knowledgeable and effective manner.

Provides administrative support.

• Types and transcribes letters/memos/reports on own initiative in an accurate and timely fashion from tapes and/or written drafts for director and/or other staff members.
• Processes customer requests timely and accurately. Assists customers with a wide variety of required paperwork.
• Maintains and updates appointment schedule for director, professional staff and/or customers. Makes arrangements for various meetings/tours/lectures, both in and outside the Hospital, contacting all appropriate individuals involved.
• Makes and verifies travel arrangements for departmental staff.
• Make necessary cancellations, changes and adjustments to the schedule to accommodate emergencies and provide for maximum availability of supervisor/staff while minimizing broken appointments. Acts as communication liaison for departmental staff.
• Prepares and distributes agendas within given time frame for departmental meetings.

Performs miscellaneous duties.

• Assists director and staff members in the completion of major departmental projects.
• Refers questionable matters to other professional staff.
• Logs and forwards information on various projects as appropriate.
• Monitors supplies weekly to ensure adequacy of inventory, within budgeted levels.
• Maintains efficiency of departmental equipment, notifying appropriate staff of any malfunction of office or departmental equipment.
• Operates copy machine, calculator, computer and other office equipment as necessary.
• Takes messages as necessary and delivers to appropriate staff.
• Procures equipment requested by professional personnel.
• Answers telephone calls promptly and appropriately.
• Greets customers/visitors upon arrival.
• Utilizes departmental software in support of director.
• Other duties as assigned.

Seeks direction for and maintains responsibility for own professional growth and development.

• Participates in departmental educational programs to enhance office management.
• Evaluates strengths and weaknesses. Seeks appropriate guidance as necessary.
• Implements self-growth/improvement activities based on evaluation of same.
• Keeps abreast of changes in areas of expertise.
• Completes all mandatory inservices

Educational / Minimum Requirements:

Must have a High School Diploma.

Five years in an administrative role with a high level of responsibility ideally in a facilities maintenance department.

Must be willing to handle a variety of internal customer needs in regard to maintenance requests and questions

Must have experience creating and monitoring calendars based on regulatory requirements

Experience with spreadsheets, databases, and word processing programs

Must be able to meet deadlines, solve for unforeseen issues, and work well interdepartmentally

Must have excellent written and verbal communication skills

Experience working with outside vendors and contractors

State/Federal Mandated Licensure or Certification Requirements:

None

Bristol Hospital Mandated Educational Requirements:

General orientation at time of hire. Fire/Safety/Infection Control annually. Other programs as mandated by Hospital.

Special Requirements:

Excellent typing skills with a minimum of 55-60 wpm from transcription and/or written drafts. Mathematics background necessary. Excellent customer service skills, personal computer literate in work processing. Ability to verbalize so the average person can comprehend. Ability to work well and interact with customers/clients of various ages. Ability to develop and analyze spreadsheets.

Physical Requirements:

Moderate walking, bending, stooping. Physical and digital dexterity. Occasional light lifting of office supplies and materials. Vision and hearing corrected to normal.

Work Environment:

Normal office conditions, high volume of telephone, typing and personal contact with varied levels of customers/clients. Extensive use of a personal computer and other complex software. Possible exposure to patients, family members and patient elements.

Cognitive Requirements:

Excellent clerical skills, excellent written and oral communication skills, literate in English. Excellent organizational skills with ability to follow written and verbal directions with multiple steps. Ability to perform in a fast-paced environment. Superior math skill necessary. Excellent analytical skills.

Disclaimer

The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified. All personnel may be required to perform duties outside of their normal responsibilities from time to time, as needed.