Position Description
This position works with the Deputy Administrator of Mental Health Services to establish overall administrative planning for the department in regards to the mental health commitment process and procedures. This position assists with the administration of the day to day operations of the Mental Health Department, including scheduling and facilitating meetings, making appointments, creating purchase orders, special research projects, creating and monitoring ongoing statistics and the development of reports, as well as general office duties.
Position Requirements
To perform the Mental Health Administrative Assistant job successfully, an individual must be able to perform each essential responsibility satisfactorily. These requirements are representative, but not all-inclusive, of the knowledge, skill, and ability required.
Excellent computer skills, including Word, Excel and Outlook in a Microsoft Windows environment.
Effective oral and written communication skills.
Excellent interpersonal skills.
Able to exhibit a high level of confidentiality.
Excellent organizational skills.
Ability to learn quickly and adapt to changing environment
Must be able to identify and resolve problems in a timely manner.
Must be able to gather and analyze information skillfully.
Education and Experience
Such training as may have been gained through graduation from a four year college or university;
OR
any equivalent combination of experience and training.
Physical Demands
While performing the responsibilities of the Mental Health Administrative Assistant, the employee is required to talk and hear. The employee is often required to sit and use their hands and fingers, to handle or feel and to manipulate keys on a keyboard. The employee may be required to stand, walk, reach with arms and hands, climb or balance, stoop, kneel, crouch or crawl and, enter and exit a vehicle. The work may require constant mobility. The employee may need to work with arms above shoulder height, bend at the waist or work bent at the waist, lift or carry items or occasionally work with an uncommon level of noise. Vision abilities required by this job include close vision.
Work Environment
Normal office environment. The noise level in the work environment is usually quiet to moderate. Position may require travel throughout Carbon, Monroe and Pike counties in addition to periodic travel to other locations in Pennsylvania. Agency vehicle is usually available during work hours.
Position Duties:
Works with the Deputy Administrator of Mental Health Services to establish overall administrative planning for the department and process and record commitments, hearings and outcomes. This includes gathering and calculating statistics regarding commitments, hearings, mental health programs, and budgets.
Coordinate court hearings for CMP MH/DS, document and process commitments and appeals, and keep data and statistics for analyzing and reporting purposes.
Coordinate, process, analyze, record, and report all processes that have to do with commitments for the agency, including, but not limited to appeals and assisted outpatient treatment.
Will assist with scheduling, registering, documenting and providing training certificates for Mental Health First Aid Trainings, Question Persuade Refer Trainings, and other required systems and trainings.
Schedule and facilitate all necessary meetings; take and prepare minutes for distribution to attendees and contact attendees for topics to prepare agendas.
Compose, @type from notes, written materials, and other sources, correspondence, forms, reports, etc. regarding agency activities for the Deputy MH Administrator, Administrator, Fiscal Department, and the MH Department.
Reviews and responds to routine correspondence, schedules appointments andmeetings, monitors due dates on projects, and coordinates other administrative details as directed.
Corresponds with and records all communication with our courts, departments of the court, local police departments, state police barracks, and community members re: commitments and hearings.
Scans and files correspondence; sets up new files when needed. Saves to and maintains laser fiche repository for commitment information.
Assist in mail collection and distribution between office sites; process outgoing mail, and when necessary, take it to the post office and/or recipient.
Receive, screen and direct telephone calls and visitors; take and relay messages when necessary.
Prepare and process purchase orders from vendor quotes, equipment orders, and tracks orders and returns for the Mental Health Department.
Setup video conferences and webinars.
Assists the MH Department with projects, reports, events and department processes including keeping data and statistics on various projects, programs, and initiatives.
Supports the clerical/support staff as needed for front office coverage and the support of all MH/DS Department processes and procedures for reports, projects, and correspondence.
Support the TCM Department with their Wellness and fiscal responsibilities for data entry, processes, reporting and monthly statistics.
Assist with events and trainings, such as the Consumer Holiday Event, the annual Mental Health Walk, Crisis Intervention Training and other events/trainings as needed.
Will assist in the monitoring and processing of information for our mail chimp list serve system.
Maintain a cooperative working relationship with other departments, agencies, providers, and governmental bodies, including the courts.
Other duties as assigned by the MH Deputy Administrator, Administrator, IT Department, HR Department and the Fiscal Department.
Additional Duties:
Performs related work as required.
Use of personal vehicle may be required.
Conclusion
Reasonable accommodation can be made to enable people with disabilities to perform the described essential functions. Carbon-Monroe-Pike MH/DS is an Affirmative Action/Equal Opportunity Employer.
This position description serves as a guideline for communicating the essential functions and other information about the position to the applicant/employee. It is not intended to create a binding employment contract nor cover every detail of the position and may be changed where appropriate.
