Administrative Assistant - Human Services Department

Summary

Professional, technical, and administrative support assisting with daily operation of financial and administrative functions of the department, all other related work as required.

Supervision

Works under the general direction of the Director of Human Services. Employee confers regularly with other department members on general strategies to accomplish the work of the department and specific projects. Employee sets own daily work plan and completes work independently.

Essential Functions

The essential functions or duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.

• Provides administrative and clerical support to the department, including record keeping related to departmental databases and contact lists, correspondence, memoranda, reports and other materials; assists in the fiscal management of the department, including record keeping, accounts payable, department receivables and payroll.
• Assists in the compilation of information for the department annual report. Assists with preparation of grant applications and requests for proposals. Assists in preparation of annual budget. Reconciles accounts with the Finance Department and works with staff to resolve discrepancies that may arise.
• Orders department supplies/equipment, program supplies, collaborates with IT for purchasing equipment and software in accordance with the County procurement policy.
• Communicates with County Facilities Department regarding department related concerns and projects.
• Serves as community resource to the public by answering phones, handling information requests, welcoming visitors and addressing general inquiries. Makes referrals to program staff as needed.
• Provides official meeting minutes to the various Human Services Department committees in accordance with the Massachusetts Open Meeting Law.
• Responsible for handing confidential and sensitive information with discretion and in accordance with the established county policies.
• Provides support for communications functions including web site updates, e-newsletters, etc. Responsible for assisting in managing content that is integrated across platforms.
• Provides support to SHINE during Medicare Open Enrollment period.
• Meets with departmental staff on a regular basis to provide project updates and share relevant information.
• Performs similar or related duties, as required, or as situation dictates.
  
  

Recommended Minimum Qualifications

Education and Experience

• High school diploma and supplemental courses in business training, equivalent to an Associate Degree. Bachelor’s Degree preferred.
• Three to five years’ experience in office management or equivalent.
• Experience with computers, recordkeeping, and office management or equivalent combination of education and experience.
  
  

Knowledge: Thorough knowledge of general office management procedures, Knowledge of recordkeeping practices, payroll functions, accounts receivable and payable, budget preparation, grant procedures and purchasing policies. Working knowledge of Outlook, Microsoft Office 365 suite, and Adobe. Knowledge of or ability to learn MUNIS, Constant Contact, Word Press, and social media.

Ability:Ability to communicate effectively, plan, organize, analyze problems, and formulate recommendations; establish and maintain effective working relationships with a variety of community organizations, vendors, and staff; learn quickly, manage multiple tasks and meet deadlines; prepare and disseminate written content and a variety of information to wide range of audiences; recognize the Department’s priorities and work cooperatively and collaboratively to support their accomplishment. Ability to work in a fast-paced office environment with competing demands and meet deadlines as well as show initiative. Position requires the ability to operate standard office equipment at efficient speed. Ability to handle confidential and sensitive information with discretion.

Skill:Excellent office, computer, and organizational skills. Exemplary communication skills and the ability to deal with the general public and coworkers in a tactful and courteous manner.

Required Licensing/Certification: A valid U.S. Driver’s License

Job Environment

Work is generally performed in typical office conditions; with frequent interruptions and requests for information; involves periodic travel throughout the fifteen Cape Cod towns, attending meetings with the public, non-profit agencies and local government officials.

Has access to confidential information, including bid proposals and personnel records.

Small office environment, shared equipment, and shared office space. Work environment is moderately noisy with office traffic and telephone and conversation.

Operates own car to attend meetings, operates computer and standard office machines, including copier/scanner/fax, laptop, and projector.

Engages in frequent contact with the public, community and human service providers, local, regional, and state government officials; contact is mainly by telephone and email and online meeting platforms.

Physical Requirements

The physical demands described 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.

Minimal physical effort required. May be required to move/transport up to 25 pounds such as boxes and books. Ability to operate a keyboard and standard office equipment at efficient speed and to view computer screens for an extended period. Operates automobile to perform County-wide travel to transact business.

This job description does not constitute an employment agreement between the employer and employee, and is subject to change by the employer, as the needs of the employer and requirements of the job change.

Equal Opportunity/Americans with Disabilities Act Employer

Pay: $29.37 - $30.26 per hour

Benefits

• Dental insurance
• Health insurance
• Paid time off
• Retirement plan
• Vision insurance
  
  

Work Location: In person