Executive Assistant (HR)

JOB SUMMARY

Oversees the administrative functions of the Behavioral Health Department. This position requires excellent customer service/telephone manner. The individual must be highly organized in approach to prioritization of tasks and time management. Must have the ability to handle confidential information and be tactful in giving and receiving such information and the ability to perform clerical duties according to policy and procedure of MHHC.

JOB RESPONSIBILITIES

• Creates, manages and revises procedures related to office management, record keeping and communications.
• Manages all administrative duties.
• Resolves administrative problems through preparation of reports, analyzing data and identifying solutions.
• Reads and routes incoming mail; locates and attaches appropriate file to corresponding memos to be followed up by Director.
• Provide technical oversight.
• Composes and types routine correspondence for self or manager’s signature.
• Organizes and maintains file system, and files correspondence and other records.
• Answers and screens manager's telephone calls, and arranges conference calls.
• Coordinates manager's schedule and makes appointments.
• Researches, compiles and types statistical reports
• Coordinates and arranges all meetings by preparing agendas, reserving facilities, recording and transcribing minutes of meetings.
• Prepares outgoing mail and correspondence, including e-mail and faxes.
• Orders and maintains supplies, and arranges for equipment maintenance.
• Maintains supplies inventory by checking stock, anticipating need, placing orders and verifying receipt of supplies.
• Check income, residency and categorical eligibility of participant in reference to enrollment in WIC Program.
• Maintains and organizes BH Policy and Procedures, files and update supplements and communique on a continuing basis.
• Coordinates and completes payroll and timesheets in preparation for Director’s Signature.
• Performs other job related duties as assigned.

JOB SPECIFICATIONS

1. Education/ Experience: Bachelor’s Degree or Associates Degree or two plus years related experience and/or training; or equivalent combination of education and experience. Experience working for a senior manager. Knowledge of Microsoft Office software.

2. Interpersonal Skills: Ability to interact with Clients and staff through active listening, Proper business language and tone of voice so as to obtain information and/or completing tasks. Ability to communicate effectively with senior management and foster good working relationships with other administrative staff to coordinate communication into and from the Manager’s office.

3. Reasoning Ability: Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

4. Language Skills: Ability to read, analyzes, and interprets general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.

5. 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 use hands to finger, handle, or feel and talk or hear. The employee frequently is required to sit; reach with hands and arms; and stoop, kneel, crouch, or crawl. The employee is occasionally required to stand and walk. The employee must frequently lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision, peripheral vision, depth perception, and ability to adjust focus.

6. Computer Skills: The knowledge and ability to use computers and related technology effectively with regards to several specific application systems and software.

HIRING RATE

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