Administrative Assistant I

Under direct supervision; schedules appointments, gives information to callers, types routine correspondence, and otherwise relieves clinical staff of clerical work and minor administrative and business detail by performing the following routine duties:

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.

Adheres to agency policy and procedures, CARF and DMHSAS standards and criteria, federal and state confidentiality rules and regulations and any special funding source requirements.

Provides administrative support services to assigned program unit(s).

Logs in and routes incoming mail for program unit(s) assigned.

Composes and types routine correspondence.

May transcribe notes on typewriter or computer from voice recordings or written notes.

Files correspondence and other records.

May assist in maintaining data base information and prepare reports for review by program director or supervisor.

Answers telephone and gives information to callers or routes call to appropriate staff and places outgoing calls.

Schedules appointments for staff in program unit(s) assigned.

Maintains schedules for staff in assigned program(s).

Greets visitors, ascertains nature of business, and conducts visitors to  appropriate person.

May attend program unit(s) meetings, if assigned by supervisor for purpose of taking notes and preparing minutes.

Makes copies of correspondence or other printed matter.

Prepares outgoing mail.

May be required to take outgoing mail to post office or overnight delivery service location.

Supports and promotes a service environment for individuals in need of behavioral health and/or co-occurring services that is recovery focused, welcoming, and attentive to the needs of individuals who may have experienced trauma in their lives.  Attends annual core competencies training in relationship to individuals with co-occurring disorders or who have experienced trauma in their lives.

Provides coverage for other support positions during breaks, lunch or absences as assigned.

May assist in performance of routine duties related to other positions within the management information and support services unit, as time allows and/or as assigned.

Performs other related routine duties, as assigned.

Travel may be required for agency related business; reimbursement will be made according to agency policies and procedures.

QUALIFICATIONS  To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and/or EXPERIENCE

High School or GED and prefer some related experience; or

Equivalent combination of education and experience.

CERTIFICATES, LICENSES, REGISTRATIONS

May be required to obtain and maintain First Aid and CPR certification.

LANGUAGE SKILLS

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 organization.

MATHEMATICAL SKILLS

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.

REASONING ABILITY

Ability to apply commonsense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.

OTHER SKILLS AND ABILITIES

Ability to operate personal computer system and typewriter. Ability to use word processing software. Ability to relate to persons with severe mental illness in a positive, helpful, and constructive manner.  Ability to establish and maintain effective and tactful working relationships with co-workers; to express ideas and facts clearly and concisely in written and oral form.

PHYSICAL DEMANDS  The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel objects, tools, or controls; and talk or hear. The employee frequently is required to reach with hands and arms. The employee is occasionally required to stoop, kneel, crouch, or crawl. The employee must frequently lift and/or move up to 10 pounds. The employee must have vision enough to read written or typed data. The employee must have hearing and speech enough to communicate effectively with staff, clients, and public in person and by phone.

WORK ENVIRONMENT  The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually moderate with frequent interruption.