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.
