|Title:||Administrative Assistant PI|
|Location:||150 Magnolia Ave., Daytona Beach, FL|
Working Hours: 40 hrs week; Mon-Fri; 8am-5pm
This is a highly responsible secretarial and administrative work in a behavioral health environment assisting the Vice President, and administrative department heads in administrative functions. Work involves performing secretarial work of varied complexity requiring understanding of various policies or processes, and operating with a high degree of independence over specified, standardized activity areas, and refers only highly unusual or technical problems to supervisors for decision. Work involves taking meeting minutes, gathering information and preparing reports, reviewing and assisting in preparation of department budgets, completing correspondence, and typing and transcribing letters, reports, and a variety of documents and forms.
Possession of a high school diploma and two years of related clerical/secretarial experience; or any equivalent combination of training and experience which provides the necessary knowledge, skills and abilities.
- Ability to communicate effectively, both orally and in writing.
- Ability to read instructional manuals to maximize software capability.
- Ability to make arithmetic calculations and computations accurately.
- Ability to proofread, research files and logicallly organize information.
- Ability to communicate effectively with prospective clients over the telephone.
- Ability to follow verbal and written instructions.
- Ability to work under pressure and meet deadlines.
- Ability to establish and maintain effective working relationships with other employees and the general public.
- Considerable knowledge of standard offices practices and procedures, equipment and clerical techniques.
- Considerable knowledge of grammar, punctuation, spelling, syntax, appropriate style and arithmetic. Knowledge of personal computer applications including word processing and other applications.
- Some knowledge of planning and developing program budgets.
- Ability to organize and maintain complex filing and records systems and ensure confidentiality.
- Ability to operate a variety of office equipment, including microcomputers and other electronic equipment.
- Ability to transfer or transport supplies, office equipment, and other heavy objects from one location to another.
- Processes and types a variety of correspondence, requests, reports; reviews and researches subject matter and prepares replies;
- Consults reference sources and conducts some research;
- Processes a variety of department reporting, purchasing, and legal documents;
- Attends and takes meeting minutes for a variety of weekly and monthly committee meetings; composes, types, and distributes minutes to appropriate individuals;
- Prepares and maintains meeting agendas for the various meetings attended
- Tracks and routes a variety of correspondence.
- Types letters, reports, documents and a variety of other material from rough draft notes, using electronic equipment, including formatting, data collection and tabulation;
- Updates client or program data.
- Monitors deadlines, schedules, charts, program budgets, and records.
- Assists in receiving and screening telephone calls and visitors for supervisor;
- Assists in resolving problems;
- Answers questions and corresponds to other agencies for supervisor;
- Schedules appointments, gives information to callers, handles or refers complaints/problems as appropriate, and performs other clerical work;
- Receives and distributes mail;
- Schedules meetings.
- Orders supplies and equipment;
- Completes facilities work orders as needed;
- Maintains various reference files, assembles and organizes data, and prepares necessary reports. Posts and updates information to the agency's intranet.
- Collects, organizes, and files occurrence reports and documents the occurrence reports and medication occurrence reports in the agency's Electronic Medical Record.
- Coordinates the receipt and sign off of the occurrence reports and medication occurrence reports with the Senior Director of Quality Assurance or the Vice President of Quality Assurance within 24 hours of receipt of the documents during the work week;
- Coordinates additonal required information as needed related to occurrence reports or medication occurrence reports.
- Sets up and maintains complex department filing and records system;
- Maintains client, correspondence, facility, personnel, and other files in accordance with program policies, procedures, and requirements;
- Assists with quality assurance requirements for client files.
- Collects mortality information for review on active clients that expire.
- Prepares and submits monthly mortality reports.
- Distributes and maintains petty cash and expenditure records.
- Maintains report logs, and, requests for information, or other required forms for specialized operations.
- Verifies documents, general reports and records for accuracy and conformance to departmental rules and procedures.
- Maintains strict confidentiality of operations and records as directed. Assist with reception duties at the front desk.
- Performs other related duties as assigned.
- Makes commitment to SMA’s mission and core values the SMA Way
- Abides by principles of EEO compliance and a workplace of dignity and respect.
- Works cooperatively in a group/team setting.
- Shows respect to others.
- Takes guidance and direction from supervisors.
- Arrives/Reports to work on time and ready to work.
EEO Employer W / M / Vet / Disabled