Administrative Assistant - Rehabilitation & Recovery (Baltimore City)

General Summary:

Under supervision and requiring independent judgment, is responsible for the efficient daily operations of the department.  Organizes, collects, maintains and distributes significant data and performs general administrative tasks for the Department.  Provides support to all staff upon the direction of a direct supervisor.  Always serves as a liaison to clients, staff and the public regarding non-clinical issues.

Principle Responsibilities and Duties:

• Performs daily office functions for the department. Coordinates and ensures the smooth operation of tasks delegated by direct supervisor and senior management.
• Executes assigned tasks in a timely manner and/or by deadline given.  Tasks can include collecting data, maintaining records, creating reports, transcribing, filing, proofreading, record keeping, maintaining communications, managing small projects, distributing mail, ordering supplies, correspondence and/or anything else assigned by direct supervisor or senior management.
• Assists with maintaining and submitting department expenses. Monitors expenses so that the Department operates within allocated funds. 
• Assists with documenting and submitting program billing.
• Maintains excellent customer relations by meeting the needs of clients, staff, vendors and the public on non-clinical issues.
• Provides support to direct supervisor, senior management and staff for assigned projects and tasks. Assists in the non-clinical aspects of departmental processes.

Knowledge, Skills, and Abilities Required:

• Work requires the ability to read, write, speak English, compose letters, and operate computer software and equipment - normally acquired through at least one year of work experience and/or secretarial courses in high school.
• Work requires the ability to effectively maintain an office, analytical ability sufficient to develop and implement office procedures, plan and carry out a broad range of assignments, familiarity with billing, record keeping, transcribing, creating reports and providing staff support upon the direction of a direct supervisor. Position also requires preparation of reports with basic statistical analysis – normally acquired through two to three years of progressively more responsible related work experience.
• Must be proficient in the use of personal computers with Windows, Microsoft Office, including Word, Excel, PowerPoint and Outlook, calculator, and other automated office equipment.
• Work requires interpersonal skills to communicate effectively with clients, all levels of internal staff, external contacts from the professional community, and outside agencies. Must possess the compassion and sensitivity towards client’s needs, the staff’s goals to fulfill those needs and our organization’s mission.
• Generally sedentary work, but requires standing, bending, stooping, walking between office locations and using the computer at periods of time.