Executive Administrative Assistant

Job Description

This position is crucial in the management of administrative and clinical information.   The Administrative Assistant is responsible for multiple administrative tasks related to the administrative functions of the agency. Under the supervision of the Director, the Administrative Assistant provides advanced administrative support.  

ESSENTIAL DUTIES:

• Serves as the administrative manager for the organization through distribution, receipt, storage, and communication of information related to the ongoing operations of the organization.
  

• Manages the organization’s historical information by developing and utilizing a filing and retrieval systems that is efficient and easy to manage.
• Coordinates activities for the Administrative Department, including preparing presentation materials for the Board of Director’s meeting and Administrative Meetings.
• Exercises discretion in communication and confidentiality when working with management and direct service staff within and outside the agency.
• Protects the confidentiality of sensitive information including financial data, verbal and written communications related to business strategy and proprietary information.
• Completes correspondence, reports, memos, and special projects with precision and in a timely manner, as directed by the Administrative Team.
• Obtains and increases professional and technical knowledge and skills by attending trainings, reviewing professional publications, and establishing personal networks related to workplace competence.
• Handles the reception functions and manages the coverage of the front desk.
• Completes management team meeting minutes in a timely manner and distributes to all staff within seven days of all meetings.
• Completes tasks with attention to detail, meets established deadlines, and functions with minimal direct supervision.
• Demonstrates the ability to organize and prioritize required and assigned job duties.
• Displays functional interpersonal skills with employees and patients by communicating in a clear and direct manner when relaying information and managing administrative tasks, and by assisting in resolving misunderstandings and/or conflicts occurring within the organization.
• Consistently utilizes advanced skills in word processing and spreadsheets to perform mail merges, monitor applicant tracking, and update required employee databases.
• Demonstrates the ability to communicate administrative policies, procedures, and protocols in a manner that ensures their application within the operation of the program and services.
• Demonstrates flexibility as it relates to a change of work hours on short notice and accommodation of the Board of Director’s meeting schedule.
• Performs other duties and special projects as assigned by Senior Director.

Qualifications

• Bachelor’s degree in a helping profession (social work, criminal justice, sociology), preferred.
• Minimum three (3 ) plus years of Secretarial/Administrative Assistant experience in a mental health, or social services environment.
• 45 -55 wpm typing; must demonstrate typing skills.
• Advanced skills in PC/Word processing/database/spreadsheets/systems, and integrating the advanced skills to produce complex reports and documents. Possess computer skills in Microsoft Word and Excel for Windows.
• Ability to apply the concepts of customer service in the workplace. . Ability to use good professional judgment.. Detail oriented. Ability to work independently, with minimal direct supervision.
• Posses a basic knowledge of all office equipment, including word processors, typewriters, Dictaphone, FAX, and copy machines, and a willingness to attend appropriate classes to increase knowledge as needed.
• Excellent organizational, prioritization, and interpersonal communication skills. Excellent oral and written communication skills
• Ability to handle multiple tasks and meet critical deadlines.  Ability to meet short and long-term goals and project deadlines.
• Respect for the confidentiality of all communications required within job duties, including client/employee records and documents, and electronic transmission by voice, data, and wire.
• Experience with multi-cultural/multi-lingual populations and multi-disciplinary teams.
• Experience with Medicaid and Wraparound services preferred.
• Experience with Wraparound Billing and Reconciliation preferred.

Additional Information

Applicant should possess an equivalent combination of education and experience sufficient to successfully perform the essential duties of the job to be considered.

The EDH, LLC considers all applicants for employment without regard to gender, race, color, age, religion, national origin, citizenship, marital, veteran status, mental or physical disabilities and any other protected class in accordance with applicable laws, directives, and regulations of Federal, State, and local governing bodies.