Health & Family Services Administrative Assistant

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.