Description

GENERAL DESCRIPTION:

Under general supervision of the Administration Support Manager, supervises, coordinates, and oversees secretarial and administrative-support duties of one or more facilities.

REPORTING RELATIONSHIPS:

This position reports directly to the Administrative Support Manager.

Requirements

QUALIFICATIONS (required at time of offer):

(1.) Associate’s degree in related business field preferred or equivalent experience.

(2.) Excellent written and verbal communication/presentation skills.

(3.) Excellent organizational, analytical, and interpersonal skills.

(4.) Prior supervisory experience preferred.

(5.) Prior administrative-support experience preferred.

(6.) Prior experience with Microsoft Office and related applications or other IBM-compatible word processing and spreadsheet (Excel) programs.

(7.) Prior experience using standard office equipment.

(8.) Able to work a flexible schedule, with “regular” business hours set by the Agency.

(9.) Satisfaction of all employment eligibility and Agency hiring requirements

IV. RESPONSIBILITIES (illustrative and not intended as inclusive; specific responsibilities may vary):

GENERAL: 

(1.) Ensures accurate, professional, and timely completion of all required reports and filings. 

(2.) Ensures compliance with Agency incoming/outgoing/inter-office mailing and postage procedures.

(3.) Ensures compliance with all Agency office supply policies.

(4.) Ensures that all office equipment is operational and assists with office furniture/equipment needs and building management/maintenance issues.

(5.) Maintains accurate record keeping and distribution of petty cash, bus tickets, and postage meter and accepts financial responsibilities for any discrepancies.

(6.) Ensures that all money received via mail is properly and timely forwarded to the appropriate personnel.

(7.) Accurately, professionally, and timely completes secretarial and administrative/clerical duties as assigned by the Program Director.

(8.) Gathers, assembles, and distributes various reports and statistical summaries in an accurate, timely, and professional manner.

(9.) Coordinates the daily opening and closing of the building. 

(10.) Ensures adequate coverage to meet the needs of the physicians outside of normal business hours.

(11.) Maintains a flexible work schedule.

(12.) Performs other Agency-related duties as assigned.

SUPERVISORY:

(1.) Directly supervises office/clerical support staff.

(2.) Keeps Administrative Support Manager apprised of issues and concerns promptly

(3.) Facilitates various staff meetings in a professional and timely manner.

(4.) Ensures timely completion of Agency related orientation and trainings for all subordinates.

(5.) Aids in selecting and hiring office/clerical support staff in compliance with the Agency’s Employment Policies & Procedures and Standards of Conduct.

(6.) Conducts weekly supervision of subordinates and administers appropriate disciplinary action when necessary, in compliance with the Agency’s Employment Policies & Procedures and Standards of Conduct.

(7.) Ensures that performance reviews of subordinates are completed fairly and accurately and in compliance with the Agency’s Employment Policies & Procedures and Standards of Conduct.

(8.) Performs other Agency-related duties as assigned.

CORE RESPONSIBILITIES (required of all Agency employees):

(1.) Promotes a positive working environment within the Agency.

(2.) Maintains professional and respectful demeanor with Agency employees, consumers, visitors, and the public.

(3.) Actively participates in training, staff meetings, and Agency activities as required.

(4.) Participates in special projects or additional assignments as required.

(5.) Complies with the Agency’s Employment Policies & Procedures and Standards of Conduct.

(6.) Maintains as confidential all matters related to Agency affairs and refrains from internal and external discussions related to any employee, consumer, financial, or administrative issue except as required as part of job performance.