PHMC is proud to be a leader in public health. PHMC requires that all employees are fully COVID-19 vaccinated by the first day of employment. We will offer the Covid-19 vaccination at no cost, via our Health Centers.

Job Description:

PHMC seeks an Administrative Assistant to support its Behavioral Health Services Component. The position will report to the Managing Director of Addiction Services. The Administrative Assistant will provide overall administrative and clerical support to the BHS/Addiction Services Component and serve as an important member of the BHS team. The ideal candidate will have strong administrative and organizational skills, be solutions oriented, computer savvy and able to manage multiple tasks.

The Public Health Management Corporation (PHMC) is a non-profit public health organization that is committed to improving the health of the community through outreach, education, and health promotion, research, planning, technical assistance, and direct services. PHMC’s Behavioral Health Services component operates a $17 million network of 10 behavioral health programs serving women, women with children, adolescents, families, persons involved in the criminal justice system, survivors of sexual abuse, individuals demonstrating sexually inappropriate behavior, and persons with serious mental illness.

Administrative Support

• Provide overall administrative coordination to the Behavioral Health Services Component, including maintaining copies of schedules for all BHS ‘downtown staff,’ providing leadership related to organization of meetings, tracking system and other administrative functions.
• Help provide guidance to administrative staff in other BHS/Addiction programs on PHMC administrative policies, procedures, forms, processes, and organizational systems.
• Provide administrative and clerical support to staff in the BHS component, including copying, faxing, mailing, distributing information, and coordinating food orders;
• Order all administrative supplies and ensure that supply closet is appropriately stocked;
• Schedule and confirm meetings and conference rooms for BHS staff;
• Assist in placing job postings at the Behavioral Health Treatment Programs and check in on current job postings on PHMC website/Indeed
• Provide onsite administrative support to treatment programs when vacancy occurs and on an as needed basis.
• Train all admin assistants at each Addiction Services Programs
• Organize and file all Purchase Request Forms (PRFs) submitted by the BHS Component.
• Enter and monitor invoices in DMS
• Assist programs with hiring and credentialing documentation for their staff.
• Assist with all facility key purchases for all programs as needed.
• Serve as “Timekeeping Coordinator” for BHS staff (including approving all timesheets every Thursday); and
• Provide other administrative support services, as needed.

Proposal Preparation, and Special Events

• Assisting in proposal preparation, collection and organization of proposal components, and distribution of proposals;
• Assist in the mailing and mailing list development for fundraising appeal letters;
• Assist relevant BHS staff, as needed, in preparing for special events throughout the year (e.g. open houses, graduations, etc..)

PHMC Database Management

• Assist with maintaining the PHMC Behavioral Health Services Client Database (the Client Registry) and printing out regular reports;
• Update BHS mailing lists and contact lists; and
• Enter data into the PHMC Proposal Database, as needed

Skills (list of all the skills required):

• Excellent administrative and clerical skills (including thorough knowledge of Microsoft Office programs)
• Ability to operate all office equipment, to include: fax, copier, computer, and phone system
• Types at least 45 wpm
• Strong organizational skills and solutions oriented focus;
• Ability to manage multiple tasks;
• Strong computer and analytical skills;
• Good judgment and problem solving skills;
• Excellent interpersonal skills and a collaborative work style;
• Ability to work independently and as part of a team; and
• Sensitivity to racial, cultural, economic, gender-specific, and disability/behavioral health issues.

Experience:

• Two-three years working in an administrative capacity in an office environment (ideally in a human services related environment)
• Minimum of two-three years of typing and/or computer/data entry experience, with a strong emphasis on Microsoft programs

Education Requirement:

• Minimum of a high school degree. Associate’s degree or some college preferred.

Salary:

• Grade 16