BUTLER COUNTY MENTAL HEALTH & ADDICTION RECOVERY SERVICES BOARD POSITION DESCRIPTION
JOB CLASSIFICATION TITLE: Executive Assistant
EMPLOYMENT STATUS:
Full Time
REPORTS TO:
Executive Director
FLSA STATUS:
Exempt
CIVIL SERVICE TYPE:
Unclassified
FLSA TYPE:
Administrative
ORC CODE:
124.11 (A)18
Approved April 21, 2021
DISTINGUISHING JOB CHARACTERISTICS
The primary responsibility of this position is to provide responsible and capable administrative support to the Executive Director.
Works in a fiduciary capacity to the Executive Director. Performs various responsibilities related to the general business operations of the Butler County Mental Health & Addiction Recovery Services Board.
Serves in an unclassified position at the pleasure of the Executive Director.
ESSENTIAL DUTIES AND RESPONSIBILITIES
Each employee is expected to perform essential duties to job performance standards. Reasonable accommodations are made for an otherwise qualified employee with a disability covered by the Americans with Disabilities Act (ADA), in so far as the accommodation does not create an undue hardship on the Agency.
Administrative Support
Provides responsible and capable administrative support to the Executive Director. Prepares documents and records, maintains Executive Director’s appointment calendar and screens telephone calls. Opens and screens Executive Director’s e-mails, maintains the Executive Director’s expense reports, and prepares a biweekly time sheet for the Executive Director’s review and signature. Types and word-processes documents and reports, records and other documents.
Meets daily with the Executive Director or as otherwise directed, to provide updates regarding work in progress and to establish work priorities.
Arranges travel plans for the Executive Director and support staff as needed.
Offers constructive suggestions to Executive Director related to the Board processes, workflow, needs and strategies.
Retains records in collaboration with the Butler County Records Center to ensure records management activities are performed in accordance with appropriate standards and procedures, including record storage, maintenance, schedules, transfers and disposal.
Maintains files in an organized and readily retrievable manner. Oversees, manages and maintains the Board’s public records archive in the office and at multiple storage locations.
Serves as liaison to the Board and general public in the absence of the Executive Director.
Prepares provider contracts and agreements annually.
Provides general information and answers routine questions as requested.
Creates Board and Committee meeting timelines, agendas, reference materials and meeting packets. Prepares and distributes Board and committee meeting notifications and agenda materials. Prepares the Board room for the Board meeting and/or other meetings when needed; and locks up the office after the close of the Board/Committee meetings.
Creates, manages and maintains Board Docs files (i.e., web-based software package to manage the Board’s committee meetings).
Attends and facilitates the technology needs during Board and Committee meetings. Records and writes minutes for Board, Committee, Staff, Levy and 120-Day meetings.
Co-develops, manages, and prioritizes Board work objectives as defined in communication with the Executive Director and staff.
Creates and maintains correspondence with the county and state agencies and with contracted providers.
Remains in compliance with all policies, local, state and federal laws and regulations.
Maintains, tracks and distributes Board provider reports to appropriate staff, and communicates with provider reports contact liaison when needed.
Personal and Agency Continuing Education Planning and Development
Learns about mental health and addiction issues and community services as well as participates in the accomplishment of Board mission and strategies.
Maintains records for all aspects of training, including reports for all government agencies.
Assists in the preparation of annual board trainings and obtaining verification for board members.
Assists in the preparation of continuing education training materials and reports. Creates flyers to publicize trainings and created certificates of completion for attendees.
Culture of Quality(COQ) Certification
Coordinates the Board’s Cultural of Quality Certification process while providing administrative support to the Quality Improvement team to assist with the Board’s Culture of Quality certification process. Facilitates updates when necessary. Monitors progress and provides recommendations to ensure that Board operations and programs meet certification standards.
Procedure and Policy Development
Assists and collaborates with Executive Director to develop and recommend work procedures and Board policies, subject to approval by the Executive Director and Governing Board. Maintains the Board’s policy manual. As new policies and procedures are developed, provides administrative assistance by preparing the policy to form.
Annual Report, Annual Implementation Plan, & Community Plan
Assists Board staff in the preparation and production of the Board’s Annual Report, Annual Implementation Plan and Community Plan for the Board. Maintains responsibility for submitting the finished Annual Report & Community Plan to Ohio MHAS.
Recruitment and New Hire Support
Coordinates recruitment of new staff by working with the County and outside recruitment/staffing companies to advertise vacancies. Receives and tracks employment applications and resumes, schedules and coordinates interviews, and communicates post-interview with interviewees and with other applicants throughout the hiring process.
Assists with the Coordination of the new hire enrollment process and orientation of new employees, including those enrolling for benefits. Processes enrollment forms in accordance with County procedures and requirements. Works and collaborates with County HR.
Coordinates the recruitment of new Board members by issuing notices to news media regarding Board openings and sending applications and information packets to prospective applicants. Notifies Board Development Committee of names, background and other applicant information. Maintains required records. Communicates with State and local appointing authorities and processes recommended appointments and re-appointments;
Organizes and produces Board orientation and training materials.
Assists with the coordination and processing of employee leaving Board employment.
Payroll and Human Resources
Assists the Assistant Director of Finance and Administrative Services for Alcohol and Other Drug Addiction, Board Human Resources and Payroll Support in maintaining and updating personnel files.
Serves as a back up to the Assistant Director of Finance and Administrative Services for Alcohol and Other Drug Addiction, Board Human Resources and Payroll Support. Verifies and processes time sheets and paid time off for all employees, attaches appropriate paperwork and secures the supervisor and Executive Director signatures for approval. Inputs time and attendance information into the County's payroll system. Prints reports, verifies totals, secures signatures, and notifies the county payroll personnel that payroll has been completed.
Serves as a back up to the Assistant Director of Finance and Administrative Services for Alcohol and Other Drug Addiction, Board Human Resources and Payroll Support to maintain leave accruals and hours worked at the end of each pay period. Distributes accrual information to appropriate employees. Secures the appropriate supervisor and Executive Director signatures on each individual leave sheet and distributes a copy to the employee. Retains the original copy for the time sheet. Sends a leave balance report to the Executive Director twice per year or as requested.
Serves as a back up to the Assistant Director of Finance and Administrative Services for Alcohol and Other Drug Addiction, Board Human Resources and Payroll Support Uploads and assists in filing promotion incentives and raises into the county payroll system.
Distributes written and verbal information to employees regarding changed or new benefits programs, such as insurance and wellness programs. Understands new and/or changed insurance plans and programs and answers staff questions. Works with county HR to ensure the paperwork processing is completed.
Attends county Health & Wellness Committee meetings to keep abreast of changed and new insurance information and other benefits. Communicates information to Board employees.
Information Technology Systems
Provides moderate technical support to Executive Director and other staff as requested regarding application of Board software and computer operations.
Serves as a system administrator of Board’s Webex, Adobe Sign and Survey Monkey applications.
Serves as point-of-contact for County IT department to facilitate work performed by the County for the Board office in the absence or unavailability of the system administrator.
General Duties
Assist the Board’s Director of Finance and Administrative Services in overseeing the office janitorial and ground maintenance contract services.
Maintains confidentiality of HIPAA and other confidential and sensitive information.
Performs job responsibilities in accordance with the agency’s policies, procedures and protocols, and applicable laws and regulations. Maintains the highest level of integrity and professionalism in all aspects of job performance. Works in a productive and efficient manner.
Keeps abreast of current trends and “best practices” in the executive assistant field including the use of technology. Attends and participates in Board-sponsored trainings to maintain current working knowledge of job responsibilities.
Works assigned schedule, exhibits regular and punctual attendance and works outside of normal schedule as needed to perform job responsibilities to job performance standards as an exempt employee.
OTHER DUTIES AND RESPONSIBILITES
Serves as back up to the receptionist. Answers and directs telephone calls, welcomes guests and provides general information upon request. Performs other duties as assigned.
SCOPE OF SUPERVISION
None.
EQUIPMENT OPERATED
Personal computer; printer; fax, copier, projector; scanner and other routine office equipment; landline telephone; audio visual equipment; digital camera; motor vehicle.
CONTACTS WITH OTHERS
Board members; Board staff; vendors; media personnel; clients; businesses; churches; associations; contract providers and other non-profit organizations; state and local officials and general public.
CONFIDENTIAL INFORMATION AND DATA
Confidential information included in e-mails and other information and records authorized by the Executive Director. This position has limited access to health information about individuals that is protected by law (protected health information). To ensure that privacy rights of enrollees are respected, this position is authorized to only access and use any protected health information needed for ensuring proper plan operation and administration. Any other use of protected health information is prohibited. This position is also prohibited from disclosing any protected health information to any outside party without the written authorization of the Privacy Official.
WORKING CONDITIONS
Normal office working conditions.
USUAL PHYSICAL DEMANDS
The following physical demands are typically used and exhibited by employees when performing this job’s essential duties and responsibilities. These demands are not, and should not, be construed to be qualification standards. Rather, they are illustrated to help the Executive Director and otherwise qualified employee or job applicant with an ADA disability identify essential job duties that need to be reasonably accommodated, and the type of appropriate reasonable accommodation which may be available which does not create an undue hardship on the Agency.
While performing the duties of this job, the employee regularly exhibits manual dexterity when entering data into the computer. The employee frequently sits for prolonged periods of time at a personal computer, in meetings and in performing other job responsibilities. The employee talks and hears when dealing with Executive Director, staff, Board members, and other persons. Vision demands include close, relatively detailed vision, with the ability to adjust focus to computer screens and written material for extended periods of time.
REQUIRED KNOWLEDGE, SKILLS AND ABILIITIES
Knowledge of: general office operations and standard practices; administrative assisting andsupport; English word usage, spelling, sentence structure and punctuation; computer software programs and applications; basic mathematical principles.
Ability to: exercise sound judgment in dealing with sensitive business matters; work
effectivelywith the Executive Director; develop and maintain effective working relationships with Board members, staff, consultants, general public and other job contacts; plan and organize work projects; manage and coordinate multiple work assignments simultaneously; maintain confidentiality of confidential and sensitive business subject matter; exhibit attention
to detail; be sensitive to and understanding of mental health and addiction issues; exhibit a pleasant demeanor as a Board representative; exhibit flexibility and cooperation in working on a variety of work assignments; establish work priorities within clearly defined work guidelines and directives; work independently demonstrating initiative; accurately post information to records requiring some independent thought and judgment; troubleshoot audio/visual equipment used during a Board and meeting.
Skill in: production typing [50 wpm accurately]; word processing; application of job software including Microsoft Office; preparing original reports requiring research and judgment; desktop publishing and basic graphical design, making presentations to Board and at other meetings on behalf of the Executive Director; verbal and written communication; taking and transcribing meeting minutes; composing original correspondence; application of Microsoft Word, Excel, Access, PowerPoint, and other software applications;, operating personal computer and general office equipment; setting up and operating audio/visual equipment; filing documents in a readily retrievable order.
QUALIFICATIONS
An example of a typical qualification for this position is as follows. However, any combination of various levels and types of education, experience, training, and certifications may qualify an individual, in so far as the individual can effectively demonstrate the knowledge, skills and abilities specified in this job description and can perform job duties to performance standards.
Associate’s degree in Administrative Assisting or closely related field, and five years’ experience working in an office setting providing responsible administrative support to an executive or other management.
Willingness to serve in an unclassified civil service position at the pleasure of the Executive Director and to serve in a position exempt from the Fair Labor Standards Act.
LICENSES AND CERTIFICATIONS
State Motor Vehicle Operator’s License with required minimum automobile liability insurance coverage and a safe driving record.
ADDITIONAL QUALIFICATIONS
Upon conditional hire, each employee is required to submit to and pass a criminal background check and driver’s license check.
Ability to document personal identity and employment eligibility within three days of original appointment as a condition of employment in compliance with Immigration Reform and Control Act (I-9) requirements.
Executive Director
Date
Pay: $54,606.00 - $79,175.00 per year
Benefits:
- Dental insurance
- Flexible spending account
- Health insurance
- Health savings account
- Life insurance
- Paid time off
- Professional development assistance
- Retirement plan
- Tuition reimbursement
- Vision insurance
Work Location: In person
