JOB SUMMARY:  

Performs skilled and confidential administrative and secretarial services for the Executive 

Director, Board of Directors, other Directors, and administrative staff.

ESSENTIAL FUNCTIONS:

This information is intended to be descriptive of the key responsibilities of the position.  The following examples do not identify all duties performed by any single incumbent.

• Provides administrative support to the Executive Director - including all correspondence, routing information, keeping files, answering voice mail, opening & sorting mail, and maintaining Executive Director’s phone contacts.
• Provides administrative support to the Board of Directors- including scheduling meetings, preparing agenda packets, typing minutes, and maintaining all files/records. Coordinates food and beverage needs for meetings.
• Provides administrative support to other agency directors and managers, as needed.
• Responsible for coordination of all staff travel arrangements, including registrations, hotel & airline reservations, check requests to business office and dissemination of information to attendees of professional training and other conferences. 
• Responsible for preparation of the monthly administrative calendar and for keeping Executive Director’s calendar.
• Maintains agency contract files in accordance with agency standards. 
• Opens and distributes all incoming mail on a day-to-day basis – agency wide 
• Assists with processing all outgoing mail agency wide. 
• Provides secondary relief to Receptionist, as requested.
• Maintains agency mailing list database.
• Maintains agency administrative files. 
• Knowledge of agency policies, regulations, procedures, both programmatic and administrative.
• Maintains a high level of confidentiality for matters pertaining to all discussions and aspects related to the agency and personnel.
• Coordinates with Executive Director regarding all issues with Agency Events, including updating mailing list, working with Executive Director on location of event, preparing and mailing all correspondence, communication with caterer regarding menu selection, including all other issues regarding event.
• Attendance at all Board meetings which may be an after-hours requirement.
• Ensure all board members attend required JWB trainings.
• Provide all Board Meeting summaries to accounting for auditing purposes.
• Responsible for bi-weekly management meeting, scheduling, and meeting summary.
• Responsible for renewing all agency community partner licensures and immediately reports any agency changes to those partners.  
• Addresses agency “.info” emails and/or communicates need to appropriate department/program for resolution.
• Prints out and distributes all informational agency brochures.
• Works with media department assure all department business cards are ordered and distributed.
• Other duties and specific projects as assigned.

Required Skills/Abilities:

• Ability to use Internet for research for Executive Director’s needs.
• Proficient in Microsoft Office and agency software, ex. AVATAR, postage system etc.

Education and Experience:

• Preferred: Associate of Arts degree in Business or related field and four years of responsible administrative experience in a healthcare setting.
• Minimum: A high school diploma with business courses emphasized. Two years of clerical experience, Ability to use computer and all Microsoft Office applications, and type 55 wpm.

Physical Requirements: 

Special Working Conditions:

Exposure to public and outside business officials/professionals, some client contacts, and at times treatment program conditions, occasional late hours or weekend events.

Must pass a level II Background Screening https://info.flclearinghouse.com