Administrative Assistant

Position’s Role Summary:

This position is part of an administrative team that is responsible for regular and special project administrative support to Great Rivers Behavioral Health Administrative Services Organization (Great Rivers BH-ASO). The Administrative Assistant provides advanced level customer service and support to internal and external customers by performing a variety of complex administrative support activities that contribute to efficient office operations and require a thorough understanding of office procedures. Assignments range from answering phones, maintaining records, drafting materials, preparing documents for internal and external use, tracking and following-up, compiling information, and creating spreadsheets to provide support for committees connected to Great Rivers BH-ASO business.

Summary of Essential Duties and Responsibilities:

• Generates correspondence, reports, tables, statements, cards, envelopes, minutes, and forms from verbal and/or written instruction or recorded, longhand, or printed copies, utilizing Microsoft Office Suite software and general office equipment.
• Manages and maintains project documentation; receives, sorts, and prioritizes documents; assists teams with surveys and compilation of data received.
• Organizes meetings, trainings, and conferences.
• Provides general office functions such as ordering office supplies, completing purchase orders, office machine maintenance, back-up coverage for front desk staff, and archiving.
• Maintains databases and creates reports from them as assigned/requested.
• Gathers and compiles information and maintains documentation related to grants, contracts, proposals, etc.; consults with other Great Rivers BH-ASO staff as needed; monitors and calls attention to related key dates for annual and multiple year plans, projects, contracts, etc.
• Processes contracts following established procedures; tracks and maintains contract log and distributes copies to stakeholders; develops and maintains reminder system and/or database for contract deliverables and renewals.
• Monitors and maintains files of provider agency licensing and certifications; ensures applications, renewal letters, and fees are processed in a timely manner; develops and maintains reminder system and/or database for licensing/certification renewal; ensures insurance certificates are current for provider agencies.
• Performs desktop publishing activities; receives and proofs material for business cards, letterhead, envelopes, brochures, and other printed material, and presents camera-ready documents to printer; prepares completed published documents for mailing and/or distribution.
• Supports Great Rivers BH-ASO staff by arranging travel needs, including airfare, lodging and car rentals, and creating itineraries.
• Assists or provides back-up coverage for other Administrative Assistants, as well as other administrative positions as assigned.
• Analyzes relevant data for significant trends and stays current on best practices for behavioral health services, and related health and social services, as they affect the unit or Great Rivers BH-ASO operations.
• Regular reporting and presentations that includes the integration of information from multiple sources; provides technical support to various groups as assigned; provides information for advisory boards and elected officials.
• Attends seminars, training, conferences, and other meetings as assigned; represents Great Rivers BH-ASO in a wide variety of local/regional meetings, work groups, committees, task forces, and other venues as assigned.
• Attends and participates in staff meetings; holds and leads meetings.
• Performs other duties and projects as assigned by the supervisor.

Minimum Qualifications:

• High School diploma or equivalent GED, and possess a minimum of five (5) years of experience in office administration that includes administrative and clerical support functions to a variety of individuals. Or, a combination of education, training and experience that would ensure the successful performance of the duties of the position.
• Proficient, at least intermediate skill level, with computer use and office applications (Microsoft Office products) commonly used or applied in this field/trade/position.
• Keyboarding/typing speed of 50 wpm.
• Possess and maintain a valid driver’s license. Pass and maintain a clear background record as required by the requirement for healthcare organization under state and federal contracts.

Required Skills and Abilities:

• Skilled in modern practices and procedures for effective office management and effective internal customer service.
• Oral and written communication skills, including professional English (spelling, grammar, punctuation) and proofing skills.
• Follow written and oral instruction and concentrate on accuracy of details.
• Strong organizational skills to establish and maintain effective record keeping systems.
• Be proactive, positive, and resourceful in finding effective solutions or alternatives.
• Effectively work in a collaborative administrative team and diverse environment; coordinate and organize groups and meetings to accomplish goals and tasks.
• Effectively work in a multi-task environment, prioritizing tasks properly, and completing tasks/projects in a timely manner; meet and manage multiple deadlines while attending to regular interruptions.
• Develop and maintain effective and professional working relationships with supervisors, peers, internal customers, partner agencies, contracted providers, and the public.
• Work well independently, learn quickly, and adjust work assignments in response to system changes.
• Exercise good judgement, maintain confidentiality, and handle sensitive information with utmost discretion.
• Protect the privacy and security of personal health information as defined in state and federal law.
• Be cognizant of the diverse nature of the populations the organization serves and the individuals with whom it works, and reflect inclusiveness in behavior, communications, and in the programs and processes the organization develops.

Equipment or Tools:

• Operate a personal computer, using Microsoft Office applications(such as Word, Excel, PowerPoint, and Outlook), for administrative purposes.
• Operate standard office equipment.

Job Scope:

Level of Supervision Received:

Minimum to average supervision following initial training, depending on the specific duties, as determined by the supervisor. Higher or closer supervision during training or special projects as determined by the supervisor. Work is verified through a combination of reports and assessment of outcomes.

Level of Supervisory Responsibilities:

This position is not supervisory in nature.

Contact/Communication with Others:

Extensive oral and written contacts and communications, on formal and informal levels, including phone, email, correspondence, reports, and face-to-face. Common internal contacts will occur with any/all Great Rivers BH-ASO staff. External contacts include: vendors, representatives of partner agencies and providers, members of the public, and

recipients of services or their representatives. Interactions typically comprise explanations, exchanging information that can be sensitive, and identifying who is the most appropriate responder to a variety of situations. May need to communicate complex and confidential information in a sensitive and tactful manner. Some interactions may be with agitated or upset individuals.

Decision Making Capacities:

Limited decision-making capacities within the duties and procedures of the job and organization. Consult with manager on matters outside scope, or for unique or new circumstances.

Working Conditions:

• Physical ability to use office equipment. Sit/stand at a workstation for long periods of time.
• Extended exposure to work using computers and staring at monitors.
• May require work hours in excess of eight (8) hours per day or five (5) days per week.
• Regular travel for work activities or to attend training, seminars, or represent the organization at meetings. Travel may include travel/commute within the service region and out of town.
• Follow and comply with Great Rivers BH-ASO policies and procedures, as well as organizational and unit goals and objectives. All positions at Great Rivers BH-ASO require the protection of the privacy and security of personal health information as defined in state and federal law.
• Perform duties while managing multiple priorities, attention to detail, and the ability to deal with interruptions and challenging situations.

The job description is intended to describe the general nature and scope of work being performed by the incumbent, and is not to be construed as an exclusive list of responsibilities, duties and skills required by the incumbent on this position. The job description does not imply an offer of employment, nor a contract for employment. It is subject to change at the discretion of the employer.

Job Type: Full-time

Pay: $21.06 - $28.49 per hour

Benefits:

• Dental insurance
• Employee assistance program
• Health insurance
• Life insurance
• Paid time off
• Professional development assistance
• Retirement plan
• Vision insurance

Work Location: In person

Salary : $21 - $28