Health & Family Services Administrative Assistant

Description

HEALTH & FAMILY SERVICES DIVISON

Position Data:

Title:

Administrative Assistant Grade:

5 Exempt Non-Exempt X $18.36 per hour 35 hours/week Reports to:

Health and Family Services Director Basic Function or Position Summary:

Provides administrative support and tracking to Division Director. Maintains orderly procedures for all matters pertaining to the Division Director. Coordinates and provides support to advisory boards and/or community boards. Security Clearance Level 4

V, R Position Responsibilities and Specific Duties:

• Assists Division Director to move Division forward through aggressive scheduling and compliance with agency management systems
• Responsible for being fully informed of all services and activities within the Division or Service Area.
• Manages the Division Directors' calendar and prepares for upcoming meetings and/or events
• Make all travel arrangements related to agency business for the Division.
• Handle all daily correspondence and divisional mail distribution.
• Aligns divisional operations calendar with agency operations calendar.
• Prepare and distribute information including notices, reports, records, minutes, memos, work orders, purchase orders, justifications, and vouchers.
• Maintains divisional tracking sheets including, but not limited to:
• Allocation Tracking
• Budgeting Tracking
• Management Tracking
• Regulatory Compliance
• Incident Tracking
• Staffing Tracking
• Purchase Orders
• Binder Management
• Contract/MOU/MOA/CAs
• Monitors tracking sheets for completion and communicates with Director as deadlines approach; reports to Director any and all aberrations.
• Responsible to assist with the division's hiring process by tracking, monitoring, coordinating interviews, communicating with HR, completing, and compiling associated hiring paperwork.
• Maintain accurate and up to date files; keeps binders and tracking sheets current.
• Handle outgoing and incoming calls and take accurate messages.
• Coordinate & provide support for divisional meetings including room set-up, reservations, food arrangements, and taking minutes as assigned.
• Assists with checking mileage sheets for accuracy.
• Participate in quarterly Administrative Assistant Meeting and support group.
• Attend meetings as designated; take accurate minutes and disseminate.
• Revise and organize divisional protocols.
• Write, update, and route all divisional Contract/MOU/MOA/CAs.
• Maintain accurate and up-to-date employee files across division.
• Track employee trainings and professional development; disseminate to HR.
• Attends, plans, and participates in divisional community events as assigned.
• Updates and disseminates divisional Job Descriptions and Interview Questions.
• Coordinate and provide support to coalitions, advisory boards and/or community boards associated with the

Division Director:

attend meetings, take accurate minutes, and maintain related records.

• Responsible for drafting posts for social media and website from information provided by division managers/coordinators/staff; posts will be reviewed and approved by Division Director.
• Responsible for running monthly

OMIG/OIG

checks for divisional specific employees and Board of Directors.

• Responsible for completing monthly follow up calls for Mobile Crisis program.
• Responsible for creating and disseminating schedules for the Home Care On-Call and Mobile Crisis On-Call.
• Responsible for updating members and overseeing communication divisional and MDT email groups.
• Serves as Receptionist backup on a limited basis.
• Promote agency mission.
• Maintains strict confidentiality and complies with Code of Ethics
• Maintains consistent professional customer service.
• Job performance incorporates integrated service delivery model while promoting self- sufficiency.
• Participates in the larger team of the agency through committee structures, planning, policy development and volunteerism.
• Other duties as assigned by supervisor.

Key Working Relationships :

A.

Internal:

Division Director, Managers, Staff B.

External:

Customers, Partners, Funders Supervisory Scope:

A.

Number of staff supervised:

0 B.

Titles supervised:

None Organizational Responsibilities:

• Adheres to all policies and procedures.
• Gathers appropriate documentation and tracks outcomes.
• Participates in organizational committee structures as appropriate.
• Participates in organizational and divisional management systems.

Requirements Knowledge, Skills Required:

• Associate Degree in Administrative Office Specialist, Applied Scienced, Applied Arts, English, Business Administration, Human Services or Administrative Professional Certificate Required; Bachelor's Degree Preferred
• 2 years' previous experience performing administrative assistant duties or clerical functions.
• Strong computer skills; proficient in Microsoft Office (Word, Excel, PPT) and Google Docs/Drive
• Knowledge of Social Media and Website posts.
• Ability to compose accurate correspondence and communicate effectively with the public.
• Strong customer service, interpersonal and team building skills.
• Excellent organizational, written, and verbal communication skills required.
• Flexibility.
• Ability to problem solve. Physical
• Ability to lift up to and including 10-25 pounds of physical effort.

X.

Special Requirements:

• Valid Driver's license.
• Reliable transportation.
• Ability to travel throughout the county.
• Works compassionately with a diverse population.
• Must be able to provide consistent even tempered customer service at all times.
• Experience navigating community programs preferred.