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Administrative Assistant to CEO

Aspire Behavioral Health & DD Services Albany, GA

  • Posted: over a month ago
  • Full-Time
Job Description: Aspire Behavioral Health & Developmental Disabilities Services Job Description A. ORGANIZATIONAL RELATIONSHIPS Position Title: Administrative Assistant Position Number: 202203 Date: Employee: Position: Work Unit: Administration Immediate Supervisor's Title: Chief Executive Director List positions supervised through immediate contact: None B. QUALIFICATIONS Eight or more years of administrative support experience. Experience in the Behavioral Health/Developmental Disabilities/Substance Abuse, Medical Office Management, Public Health, or Legal Office setting. Extensive experience in using Excel, Outlook, Word and PowerPoint software. Post-secondary/vocational-technical coursework related to business or office management or college level coursework may substitute on a year for year basis for the eight-year experience requirement. (Physical) No lifting of more than 20 pounds. C. EQUIPMENT THAT REQUIRES SAFE AND EFFECTIVE USE (Include emergency equipment, treatment equipment and high risk equipment) Computer, transcriber (optional), copy machine, fax machine, tape recorder, and shredder. D. BLOODBORNE PATHOGEN CATEGORY (check one) ____Employee routinely performs tasks that involve exposure to blood or other potentially infectious material as part of their assigned duties (Category I). ____Employee performs assigned tasks which does not involve exposure to blood or other potentially infectious material, BUT employment may require performing unplanned Category I tasks (Category II). __X_Employee performs assigned tasks which involve no exposure to blood or other potentially infectious material AND performance of Category I tasks are not a condition of employment (Category III). E. MANDATORY TRAINING CATEGORY (Check One) _X__ Administrative ____Direct Care ____Medical F. PERFORMANCE IMPROVEMENT Aspire Behavioral Health & Developmental Disabilities Services goal is to continually improve the delivery of service by improvement of individual outcomes and satisfaction. All employees have a role in performance improvement and are expected to interact collaboratively with co-workers, and other contacts to provide consistent, high-quality, individual focused services. G. AGE RELATED AND SPECIAL NEEDS OF POPULATION SERVICED Work requires the knowledge and skills necessary to provide direct individual services appropriate to ___N/A____ whose ages range from _____ to _____. (Disability of consumer) Staff should be able to: (Define competency Areas) a. b. c H. ASSIGNED DUTIES DESCRIPTION OF WORK DUTIES AND RESPONSIBILITIES: (Type in or attach current description of duties. Employees are expected to perform their work in a competent and efficient manner. Include % of time). 40% Organizes and coordinates daily activities and efficient functions of the Executive Director's office. Assists the Executive Director in organizing and executing routine activities and special projects. Represents the Executive Director in various matters and serves as liaison between the office and other staff, community, individuals and outside organizations. Coordinates calendars, travel itineraries and maintains associated recordsEffectively develops and coordinates meetings for the Agency and the BoardRepresents the Executive Director and the office in a professional manner, answers general questions and keeps the Director informed of discussions and other valuable information conveyed within established time framesDemonstrates knowledge and understanding of office policies/procedures and practicesPrepares for meetings by accurately researching and summarizing relevant issues, compiling data, preparing charts and presentation materials, preparing outlines for speeches and formulating responsesAppropriately handles inquiries and questions not requiring the Director's personal and immediate attentionClearly and accurately communicates and conveys directives, messages and information from the Director to appropriate outside individuals 20% Provides administrative assistant support to the Executive Director, Leadership and other committees as needed: Answers telephone and/or greets visitor/staff in a courteous mannerServes as back-up to the receptionist desk and works as a team member of the front deskProcess incoming and outgoing mail according to office procedure/practiceCopies, distributes or uses email to disseminate appropriate letters, memos, reports or other materialsRecords and distributes minutes and other relevant information to appropriate participants in a thorough and timely mannerTranscribes dictation, types rough draft for content, context, accuracy, consistency and the use of proper spelling, grammar and punctuation before submission for review and signatureUses sound judgment and knowledge of the organization and its policies and procedures to respond to questions, requests or needs 20% Assesses office filing and record keeping needs and establishes/maintains filing and record keeping system. Coordinates data collection and generates reports. Conducts comprehensive clerical research, gathering narrative and numerical data in order to generate data reports and respond to requests for information Maintains organized, accessible and current filing system in accordance with applicable standards, policies and proceduresClassifies, sorts, files and retrieves correspondence and records as requestedMaintains confidentiality of records as necessary and follows agency policy on releasing information to another partyResearches and collects data accurately and thoroughly from reports, files, databases and other sourcesGathers, analyzes and compiles data according to established office practicesCompiles information for the timely preparation of reports and distributes to appropriate individuals in established time frames Designs and updates report formats that are easily read and understood by internal and external reviewersOrganize and submit proposals for available grantsRequest for proposal through other funding opportunities 10% Maintains a consistent, high quality, individual-focused orientation when conducting and performing services to individuals, staff, board members and community Treats all with respect and dignity without preferential treatmentCommunicates accurate information in a professional and courteous manner that conveys a willingness to assistUses appropriate, established chain of commandFollows the office's established practices to adhere to special communication/correspondence, emails, etc. that are of a personnel (human resources) nature 5% Serves as liaison between Executive Director and Board. Provides administrative support to Board and Chair, administers functions related to Board meetings.4 % Attend agency required training and supervision meeting as scheduled by supervisor. Maintain training requirements 100%1% Other duties as assigned, not to exceed 90 days, as assigned by supervisor. Will keep up with essential learning to perform assigned work. VERIFICATION ______________________________________________ ___________________________ Signature of Employee Date ______________________________________________ ___________________________ Signature of Supervisor Date ______________________________________________ ___________________________ Signature of Team Leader / P

Aspire Behavioral Health & DD Services


Albany, GA



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