Assistant, Admininstrative

Provides administrative assistant support to the Program Director, which includes: preparing correspondence and reports, data entry, timekeeping, answering incoming calls, distributing mail, faxing, photocopying etc. May provide lead oversight for one (1) or more Administrative Services departments and/or functions.

MINIMUM QUALIFICATIONS REQUIRED FOR THIS POSITION:

• At least 3years experiencein administrative clerical support in a psychiatric or other healthcare environment preferred.
• Proficiencyin MS Word, Excel,PowerPointanda dataentry database computer software in a windows environment.
• Must be organized, detailorientedand the ability to strictly safeguard confidential information.
• Possesses excellent written, verbal communication and interpersonal skills, the ability tointerface withall levels of management and associates while building strong relationships.
• Must have the ability to multi-task, problem solve, meet competitivedeadlinesand follow through on work assignments in a fast-paced environment.
• The ability to work overtime and/oradditionaldays on special projects as needed upon short notice.

MINIMUM Physical Requirements:

• Must be able to sit at least 90% ofwork daywhile using computer and answering incoming telephone calls, 5% standing while filing, 5% using copier/scanner machines, and able to lift /reach above head and some bending to access routine office files no more than 5-10 pounds.

GENERAL STATEMENT OF FUNCTIONS:

• Prepare correspondence and reports on behalf ofDirector,and/or program staff whichinclude:Senior Care Manager and Care Manager
• Maintainmeeting calendarand alsoappointment schedule.
• May berequiredtakeminutes atmeeting.
• Assistinstaff timekeeping and departmental scheduling duties. Prepare Personnel Action Notice (PAN) forms forappropriate signatureand approval.
• Provide back-up administrative assistantsupport to the Primary and Behavioral Health Integration program and staff as needed.
• Maintain and organize clientcaseloadandsystemthattracksoutcome measures.
• Maintain and organize departmental filing system whichfacilitatesready retrieval of documents as needed.
• Assistsand tracks outcomes measure completion and follow up for staff.
• Assistwith the disbursement and reconciliation of any program related expenditures.
• Helpfacilitaterequests for Agency Procurement activities and related service requests, including initiating and processing purchase orders upon request.
• Participate in the completion of any documents related to the coordination and delivery of services.
• Order andmaintaindepartmental supplies within established guidelines.
• General clerical dutiesinclude:data entry, answering incoming calls, distributing mail, faxing, photocopying,etc.
• Must adhere to annual tuberculin (TB) health screening and workplace safety training goals andobjectivesin the course ofexecuting job duties.

• Practice confidentiality in allclient, employee, and management related matters.
• Assistin preservingKedren’smission, goals, andobjectivesby tracking achievements end which includes internal service delivery goals and objectives.
• Participate in the fundraising activities ofKedren.
• Assistin other duties and specialprojects asassigned.

Competencies:

• Analytical Thinking-Able to breakdown raw information and undefined problems into specific, workable components thatin-turnclearlyidentifiesthe issues at hand. Makes logical conclusions,anticipatesobstacles, and considers different approaches to the decision-making process.
• Attention to Detail– Accomplishestasksthrough concern for all the areas involved, no matter how small. Monitors and checks work or information and plans and organizes time and resources efficiently.
• Communication Effectiveness– Clearly conveys information and ideas through a variety of media to individuals or groups in a manner that engages the audience and helps them understand andretainthe message.
• Flexibility– Exhibits openness to change andnew information; adapts behavior or work methods in response tonew information, changing conditions, or unexpected obstacles; effectively deals with ambiguity.
• Multi-tasking– Handles multiple projects or tasks simultaneously and creates linkages between all involved parties. Utilizes time management, settingprioritiesand managing ambiguity skills.
• Office Management– Plans, organizes andutilizesoffice technology and procedures toutilizeefficient scheduling, prioritization and programs for staff and clients.
• Organizational Acumen– Sizes up a situation, balances reason and the interests of others, and acts in a decisive,timely, andappropriate mannerthat is congruent with the organization’s values,goalsand mission to achieve success.
• Planning and Organization– Establishes a systematic course of action for self or others to ensure accomplishment of a specificobjectiveor case plan/management. Sets priorities, goals, and timetables to achieve maximum productivity.
• Prioritization– Maintains focus and commitment to juggle multiple tasks andpriorities, anduses available resources to get more done with less; uses time effectively and prevents irrelevant issues or distractions from interfering with work completion.
• Professionalism– Thinks carefully about thelikely effecton others of one’s words, actions, appearance, and mode of behavior. Selects the words or actions mostliketo have the desired effect on the individual or group in question. Demonstrates respectful and effective relationships with colleagues and clients and their families.
• Team Work– Functions effectively as a member of an inter-professional team that includes behavioral health and primary care providers and family members to move the team toward the completion of the goal(s).
• Technical Capability– Applies anddemonstratestechnical capacity for job specific technical requirements including software technology, applications,judgmentand procedures to achieve position requirements and organizational needs.

• Thoroughness-Demonstratesattention to detail and accuracy. Defines and organizes tasks, responsibilities, and priorities.Takesresponsibility fortimelycompletion.