Chautauqua Opportunities Inc

Compensation

Full Description

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.