Administrative Assistant

2 weeks ago

Philadelphia, Pennsylvania, United States PMHCC Full time
Position Summary:

This position reports directly to the Senior County Administrator for Child and Family Services for those duties related to that position's work and directly to the Senior Director of Operations- Crisis Services for those duties related to that position's work.

Duties and Responsibilities:
  • Assist with the coordination of office organization, supplies; budgets, bookkeeping and records management and related work as required.
  • Coordinates work with staff to ensure a high performance, customer service-oriented wok environment which supports achieving the DBHIDS mission, objectives and values.
  • Overseeing the delivery of office and administrative support functions and monitoring daily departmental activities. Organize forms, photocopy, email, scan and/or fax documents, file records and prepare correspondence and reports.
  • Receives and screens visitors and telephone calls, providing information and handling issues that may require sensitivity and the use of sound independent judgment; conduct research, responds to requests for information and complaints for management customers and the public.
  • Assist and provide administrative support in preparing agendas/or types of agendas items, contracts, agreements, memoranda, correspondence; reports, forms and other document drafts, notes, brief oral instruction, proofreads and checks typed and other materials for accuracy, completeness and compliance with DBHIDS standards, policies and procedures; ensure materials, reports and documents for signature are accurate and complete.
  • Maintain the Sr. Director and staff calendars; coordinates, arranges and confirms meetings; arranges for meeting room setup; coordinate ordering of food and refreshments; schedules conference rooms. Coordinate meetings, reserve conference rooms and prepare and distribute meeting minutes
  • Aids staff on operational issues, including personnel issues such as use of vacation, sick, among others.
  • Attends to a variety of administrative details such as keeping the Sr. Director informed of departmental/division activities.
  • Attends meetings facilitated by or as requested by Sr. Director to take minutes/notes and disseminates to attendees after review and approval.
  • Book or coordinate international & domestic travel arrangements and organize itineraries as may be requested.
  • Assist with duplication, preparation and organization of materials to be used at presentations, conferences, resource tables and other public events.
  • Order and maintain supplies for department.
  • Other duties as assigned. and other duties as assigned that fit within admin assistant job class"
Skills Required:
  • Evaluating the effectiveness of administrative functions and service programs and implementing changes to provide for more effective and efficient operations.
  • Communicating ideas clearly and concisely.
  • The principles and practices of administrative and operational analysis.
  • Problem solving through critical thinking
  • Organizational planning and development.
  • Reporting writing principles and techniques.
  • Formulate new or alternative strategies to achieve organizational goals and objectives.
  • Plan, organize and implement administrative and other ancillary support services to meet program goals.
  • Establish and maintain effective working relationships with associates.
  • Express ideas effectively, both orally and in writing.
  • Strong customer service skills
  • Ability to produce quality work in a fast-paced environment
  • Proficiency with Microsoft Office
Physical Demands:

Ability to physically perform duties and to work in the environmental condition required such as maneuvering in office space-reaching file cabinets, fax and copier machines when necessary. Must be able to sit up for up to 2 hours looking at a computer monitor and using a keyboard and mouse to perform data functions. Must be able to lift up to 20 lbs. while performing duties of the job.

Essential Functions:

Ability to travel when necessary to attend meetings, conferences and work related events. Must be able to efficiently perform the duties and responsibilities of a job in this class with minimum supervision.

Equal Opportunity Employment:

PMHCC is committed to equal opportunity. It is our policy to support equal employment for all employees and applicants without regard to race, religion, color, sex, sexual preferences, age, national origin, disability, behavioral health status, military status or any other characteristic protected by law.

Americans with Disabilities Act:

Employees as well as applicants who are currently, or become disabled must be able to perform the functions of the job with either reasonable accommodation or unaided. PMHCC will examine reasonable accommodations on a case by case basis with accordance to the law

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