Overview

Provide fundamental support for the VP, Home and Community Based Services, and various Directors. Maintain appointment calendar, arrange meetings, and teleconferences assist with special projects, arrange travel and lodging reservations, prepare monthly expense reports, draft correspondence, sort and deliver mail and packages, process invoices for payment, organize and maintain files.

Responsibilities

• Provide fundamental support for the VP, Home and Community Based Services, and various Directors; Maintain appointment calendar, arrange meetings, and teleconferences assist with special projects, arrange travel and lodging reservations, prepare monthly expense reports, draft correspondence, sort and deliver mail and packages, process invoices for payment, organize and maintain files.
• Plan and execute committee and subcommittee meetings. Produce and distribute relevant materials.
• Assists with the preparation of presentations, including PowerPoint presentations, for meetings.
• Creates and maintains spreadsheets, sort’s data, as needed. May use program EMR reports to gather data as needed.
• Meeting and client visit preparation. Location setup.
• Arrangement for newly hired employees such as (ID, network login, system access, office equipment, etc.).
• Manage and maintain time cards, payroll for all employees and run payroll reports for managers.
• Manage care member renewable requirements in HCHB.
• Manage centralized PAF notification to HR.
• Manage central time off calendar.
• Answer and direct telephone inquiries from vendors, program members and the general public to the concerned party.
• Greet and assist visitors and guests; maintain office supply inventory; Manage and upkeep of the conference room calendar and the conference call numbers; Arrange for repair and maintenance of office equipment; Light housekeeping.
• Exercise confidentiality regarding staff, client, and organization information.
• Organizes resources and establishes priorities to ensure completion of duties.
• Other duties as assigned by the VP.

Qualifications

Formal Education

High School Diploma or equivalent

Experience

3 years

License, Registration, and / or Certification Requirement

No

Minimum Knowledge

Requires ability to interpret/extract information and/or perform arithmetic functions.

Language Ability

Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or employees of the organization.

Skill Requirements

• Information gathering skills; Communicates effectively both verbally and in writing; Ability and willingness to learn.