Executive Administrative Assistant

Responsibilities:

RE: General Office

· Maintain open and professional communications with all MHSA staff and outside contacts.

· Maintain communications with MHSA administration, as assigned.

· Answer phones, screen and route calls and/or record messages as appropriate.

· Liaison for maintenance and supplies for copiers, phones, postage, credit card and other office machines, and liaison with IT Dept., as necessary.

· Dealing with and remedying routine business issues.

· Extensive data entry for all members of the Executive Team.

· Type correspondence, memoranda, routine and special reports, as needed.

· Adhere to deadlines established by MHSA Executive Team, while completing various tasks.

· Perform routine filing and file maintenance.

· Sorting and posting of all outgoing and disseminating incoming mail.

· Routine photocopying, receiving and sending fax correspondences.

· Receive incoming deliveries, checking each piece, storing small items away properly.

· Maintain and update conference and Executive Team calendars.

· Attend in-service and outside training and instructions as directed by Director.

· Various other responsibilities, as assigned by the Director from time to time and/or as needed to ensure proper functioning of the Administrative Office.

· Maintain the privacy and confidentiality of MHSA clients and staff at all times.

· Abide by all MHSA policies regarding boundaries, strict confidentiality and ethical and workplace safety standards at all times.

RE: Training

· Assist the Director in providing current and prospective employees with information regarding MHSA policies, job duties, working conditions, wages, and opportunities for advancement and employee benefits and orientation for all new employees.

· Assist the Director in developing, publishing and disseminating policy and procedure, including the MHSA Policy Handbook and the Employee Benefits Guide, and to edit, revise, and republish the same, as necessary.

· Assist the Director in planning and conducting periodic Human Resource (“HR”) meetings and in-service trainings for middle management staff, including, but not limited to, creating power- point presentations and resource materials.

· Assist the Director in developing, revising, disseminating, collecting and maintaining compliance forms relative to MHSA policy and procedure, signed by employees.

· Assist the Employee Benefits Manager (the “Benefits Manager”) in preparing and disseminating annual insurance notice packages to satisfy state and federal requirements, and receive and process corresponding employee responses; including enrollments, amendments and waivers.

· Receive, review, log, and file all types of employee-related documentation and correspondence

· Assist the Director and the Benefits Manager in coordinating mandatory and optional outside and in- service, and online non-job specific trainings for the Agency, including, but not necessarily limited to: processing training requests; coordinating and monitoring training attendance for MHSA employees; performing registration functions, including securing payment; and, receiving completion forms and logging attendance in employee files.

RE: Miscellaneous

· Assist the Director in various employee and client record-keeping functions, including but not limited to: retention, maintenance, and destruction of various record; photocopying and disseminating records.

Requirements/Qualifications:

· High school diploma or GED.

· Two (2) years’ experience in business-related environment.

· Proficient in data entry, including use of Microsoft Office (Excel, Word, Power Point, ADP Workforce Now, and Med Trainer).

· Excellent written/verbal communications and phone skills.

· Demonstrated excellent organizational skills.

· Computer experience, including email and spreadsheets.

· Demonstrated ability to work as part of a dynamic team and independently, as needed.

· CPR/AED/First Aid certified (MHSA will provide training opportunity).

· Demonstrated reliable attendance and punctual reporting for work.

Bi-Lingual (English-Spanish) preferred.

Satisfactory CORI/SORI reports at all times while employed by MHS

Job Type: Full-time

Pay: $23.50 per hour

Benefits:

• Dental insurance
• Health insurance
• Life insurance
• Paid time off

Schedule:

• 8 hour shift

Work Location: In person