Administrative Assistant to CCO

Albany, Ga
Administration - Albany, Ga
08-31-2018
Dougherty County Administration
28,500.00  Annual
Full Time
8:00am-5:00pm
Location: Albany,Ga Wage: Starting at: 28500.00 Annual
Department: Administration - Albany, Ga Position Type: Full Time
Announcement Begin Date: Pay Grade:
Location Name: Dougherty County Administration

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 Clinical Officer

 

List positions supervised through immediate contact: None

 

B. QUALIFICATIONS

 

Eight or more years of administrative support experience.  Experience in the Mental Health/Mental Retardation/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 consumer 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, consumer focused services.

 

G. AGE RELATED AND SPECIAL NEEDS OF POPULATION SERVICED

 

Work requires the knowledge and skills necessary to provide direct consumer 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).

  1. Organizes and coordinates daily activities and efficient functions of the Chief Clinical Officer

 

  • Coordinates calendars, travel itineraries and maintains associated records
  • coordinates the schedule of the CCO, ensuring that meetings, deadlines, presentations and other duties are carried out seamlessly. 

 

  1. Assists the CCO in organizing and executing routine activities and special projects.  Represents the CCO  in various matters and serves as liaison between the office and other staff, community, consumers and outside organizations.

 

  • Creates and maintains filing system(s).
  • Provides wide range of complex office administration and support to the CCO
  • Reviews, assesses, routes, answers and monitors follow up action steps on correspondence.
  • Provides wide ranges of support including: keyboarding, composing and editing letters, memoranda, reports, presentations.
  • Uses multiple technical applications including word processing, database management, spreadsheets, graphics and presentation software, electronic calendar, email, and other technical applications. Uses Internet and intranet.
  • Represents the CCO and the office in a professional manner, answers general questions and keeps the CCO informed of discussions and other valuable information conveyed within established time frames
  • Demonstrates knowledge and understanding of office policies/procedures and practices
  • Prepares for meetings by accurately researching and summarizing relevant issues, compiling data, preparing charts and presentation materials, preparing outlines for speeches and formulating responses
  • Appropriately handles inquiries and questions not requiring the Director’s personal and immediate attention
  • Clearly and accurately communicates and conveys directives, messages and information from the Director to appropriate outside individuals

 

 

  1. Provides administrative assistant support to the CCO and other committees as needed:

 

  • Answers telephone and/or greets visitor/staff in a courteous manner
  • Serves as back-up to the receptionist desk and works as a team member of the front desk
  • Process incoming and outgoing mail according to office procedure/practice
  • Copies, distributes or uses email to disseminate appropriate letters, memos, reports or other materials
  • Records and distributes minutes and other relevant information to appropriate participants in a thorough and timely manner
  • Transcribes dictation, types rough draft for content, context, accuracy, consistency and the use of proper spelling, grammar and punctuation before submission for review and signature
  • Uses sound judgment and knowledge of the organization and its policies and procedures to respond to questions, requests or needs

 

  1. Assesses office filing and record keeping needs and establishes/maintains filing and record keeping system

 

  • Maintains organized, accessible and current filing system in accordance with applicable standards, policies and procedures
  • Classifies, sorts, files and retrieves correspondence and records as requested
  • Maintains confidentiality of records as necessary and follows agency policy on releasing information to another party

 

  1. 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

 

  • Researches and collects data accurately and thoroughly from reports, files, databases and other sources
  • Gathers, analyzes and compiles data according to established office practices
  • Compiles 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 reviewers
  • Organize and submit proposals for available grants
  • Request for proposal through other funding opportunities

 

  1. Uses word-processing, database, spreadsheet, email and presentation software proficiently to perform duties in an efficient and timely manner

 

  • Enters data according to prescribed format and procedures, reviewing and correcting data that appears inconsistent or erroneous
  • Backs up data files according to schedules as required by MIS

 

  1. Maintains a consistent, high quality , consumer-focused orientation when conducting and performing services to consumers, staff, board members and community

 

Treats all with respect and dignity without preferential treatment

Communicates accurate information in a professional and courteous manner that conveys a willingness to assist

Uses appropriate, established chain of command

Follows the office’s established practices to adhere to special communication/correspondence, emails, etc. that are of a personnel (human resources) nature