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Administrative Assistant

3 months ago

Bel Air, United States Office of Mental Health Core Service Full time
Job DescriptionJob Description

JOB DESCRIPTION: Administrative Assistant

Classification: Full-time (40 Hours), Non-Exempt

Reports to: Executive Director

Work Location: 75% Remote/25% On-Site

This is a full-time permanent position which is responsible for performing a variety of clerical, recordkeeping, administrative, and customer service tasks to assist with the smooth operations of the organization.

This is a remote-friendly position, with the requirement to report in-person for training, staff meetings, site visits, and other events at the request of the Executive Director.

Major Duties & Responsibilities:

  • Handles administrative tasks, such as filing, generating reports and presentations, setting up for meetings, taking minutes of meetings, and distributes minutes or other related materials
  • Maintains polite and professional communication via phone, e-mail, and mail
  • Manages social media tasks, such as running campaigns, communicating with the public on behalf of the agency, showcasing the agency, and networking
  • Maintains and updates the agency website
  • Organizes work, proofreads documents, and ensures corrections are made
  • Manages office supplies and requests office items whenever required/orders and maintains supplies needed for meetings, office staff, and directors
  • Manages office inventory and maintenance of equipment
  • Triages phone calls and correspondence
  • Facilitates internal and external communication, including drafting emails and memos
  • Retrieves information as requested from records, email, minutes, and other related documents; prepares written summaries of data when needed
  • Supports team projects and assists with event planning
  • Liaises between departments or teams, ensuring effective communication and workflow
  • Ensures clear and positive interactions within the agency, manages information sharing among co-workers, and maintains a productive work environment
  • Performs other related duties as assigned

Required Skills & Abilities:

  • Excellent verbal and written communication skills
  • Excellent interpersonal skills with the ability to manage sensitive and confidential situations with tact, professionalism, and diplomacy
  • Ability to interpret, analyze, and resolve administrative issues and complaints
  • Encourages and facilities cooperation and trust, fosters commitment and team spirit, and works with others to achieve goals
  • Excellent organizational skills and attention to detail
  • Ability to set and accomplish goals, both independently and as a member of a team
  • Ability to prepare and present ideas and information clearly and concisely, as well as the ability to prepare and present reports
  • Proficient in Microsoft Office Suite or related software

Education & Experience:

  • High school diploma or equivalent
  • One year of experience performing administrative staff, clerical, or secretarial work.

Physical Requirements:

  • Prolonged periods of sitting at a desk and working on a computer.
  • Must be able to lift up to 15 pounds at times.
  • Must be able to access and navigate each department at the organization’s facilities.
  • Must be able to complete assigned duties which require the operation of a motor vehicle, and such duties will be required to possess a motor vehicle operator’s license valid in the State of Maryland.

Mon-Fri 8:30am- 4:30pm