Health & Family Services Administrative Assistant

Dunkirk, NY (http://maps.google.com/maps?q=Dunkirk+NY+USA+14048)

Description

HEALTH & FAMILY SERVICES DIVISON

Position Data:

Title: Administrative Assistant

Grade: 5 Exempt Non-Exempt X

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.

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