Administrative Assistant

SCCMHA JOB VACANCY ANNOUNCEMENT

CLASSIFICATION : Administrative Assistant (Network Services, Public Policy, CE, OBRA / PASARR & EHS)

PAY GRADE : $56,050.94 - 68,432.76 Annually

POSITION SUMMARY :

Under the supervision of the Director of Network Services, Public Policy, Continuing Education, OBRA / PASARR and Enhanced Health Services, performs administrative tasks which may involve any area of department operations, such as business functions, information management, coordination and oversight of provider network, program management and development, member services, quality improvement, community liaison and project management. Coordinates key projects as well as ongoing assignments. This position will be knowledgeable about and actively support culturally competent recovery-based practices; person centered planning as a shared decision-making process with the individual, who defines their life goals and is assisted in developing a unique path toward those goals; and a trauma informed culture of safety to aid consumer in the recovery process.

ESSENTIAL DUTIES AND RESPONSIBLITIES :

The Administrative Assistant will aid the Director in the performance of functions related to the operation of the department, as assigned by the Director. Specific tasks to be performed will be assigned based upon the needs of the department, which may include coordinating and / or assisting the Director and supervisory staff with the following departmental activities.

1. Information management, such as performance reporting, collection of data and information, use of the Internet, databases, spreadsheets, and generating reports using computer software such as Microsoft Word / Office, Adobe, Excel, Microsoft Publisher, Project Management software and databases and web-based programs.

2. Program support, such as policy and procedure development, annual planning, policy and procedural manual updates, office management, and project management.

3. Administratively supports First Choice of Saginaw per collaborative agreement this includes website updates, fundraising, minutes, banking functions, City, State and Federal reporting and annual card dissemination.

4. Assists with CCBHC tasks and annual submission.

5. Maintains content of assigned bulletin boards, internet / intranet / website sites, as well as department administrative and electronic folders and administrative paperwork and supply purchasing.

6. Coordinates committee / meeting schedules and procedures; schedules meetings, sets agendas and takes comprehensive minutes as assigned.

7. Gathers and may author articles the quarterly provider newsletter and published the provider network newsletter quarterly.

8. Works with providers to help troubleshoot errors that occur with EVV (Electronic Event Verification)

9. Supports Auditing, Continuing Education, OBRA / PASARR and Enhanced Health Services Unit.

10. Fields calls from Network Providers regarding questions about Sentri, and other items that come up in the process of doing business with SCCMHA.

11. Maintains, updates and issues provider network directories and contact sheets.

12. Maintains and updates the Provider Network portions on the SCCMHA website and intranet.

13. Coordinates overall management control and dissemination of the Saginaw County Community Mental Health Authority (SCCMHA) policy and provider manual in keeping with processes and procedures, issues electronic versions and updates.

14. Maintains and updates Residential Directory every other year.

15. Researches, prepares, formats, edits and / or issues internal or external reports, publications and various written communications, directories, newsletters and letters.

16. Provides leadership and coordination with both large and small special projects, including writing, data collection and analysis, editing of drafts and recommendations.

17. Plans, coordinates and / or assists with provider network related or other administrative key events, such as consumer celebrations, provider recognitions, etc. and helps the Assistant to the CEO for such celebrations and events when needed.

18. Organizes and coordinates special grant submissions to MDHHS.

19. Serves as department liaison / representative for IS users' group.

20. Represents department or director at meetings.

21. Assists with SCCMHA recertification process with MDHHS.

22. Maintain NSPP Vault.

23. Completes other duties as assigned.

24. Adheres to the mission, vision, core values and operating principles of SCCMHA at all times.

INCIDENTAL DUTIES AND RESPONSIBILITES :

1. May represent Director at meetings, and / or receive / refer calls and mail.

2. Provides back up support to the CEO office and general administration as requested or indicated.

(The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not intended to be construed as an exhaustive list of all duties and responsibilities required of personnel so classified.)

REPORTING RELATIONSHIPS :

Reports to : Director of Network Services, Public Policy, Continuing Education, OBRA / PASARR and Enhanced Health Services

Supervises : None

WORKING CONDITIONS / ENVIRONMENT :

Works in clinical office environment with usual pressures of time constraints. May have contact with persons served who have potential for disruptive or violent behavior. Will have contact with various providers. Requires travel to multiple locations, sometimes in bad weather.

QUALIFICATIONS :

Education : Bachelor's degree is required. Degrees which will be given primary consideration include Bachelor's Degree in Social Work, Psychology, Nursing and / or Business. An academic concentration in human service or healthcare administration is preferred.

Experience : One (1) year experience in human service or health care administration is expected. Professional administrative or clinical experience working with mental health populations, particularly individuals with developmental disabilities or mental illness is preferred. Experience working in office settings with diverse peers required.

Licenses and Certifications : Valid Michigan Driver's license with good driving record.

Knowledge, Skills, and Abilities :

1. Clinical awareness and sensitivity.

2. General business and effective editing skills.

3. Computer competency, including word processing, spread sheets, databases, internet, E-Mail.

4. Advanced computer skills, including all Microsoft applications : Word, Excel, Power Point, Access, Outlook, Publisher, Project Manager and Adobe.

5. Ability to plan and organize work and provide small group leadership.

6. Effective oral and written communication skills, minimum at college level.

7. Ability to organize and maintain data and information.

8. Problem solving and mediation abilities.

9. Ability to maintain favorable public relations and provide community leadership.

10. Ability to exercise independent and mature judgment.

11. Ability to maintain strict confidentiality. Handles varied confidential or privileged information with discretion and caution.

12. Ability to work independently.

Physical / Mental Requirements :

1. Hearing acuity to converse in person and on telephone.

2. Visual Acuity to read and proofread documents and use critical reasoning and thinking.

3. Ability to walk, stand or sit for extended periods of time.

4. Manual dexterity to write and to operate standard office equipment (PC, Keyboard, Copy Machine, Fax Machine, etc.)

5. Ability to lift and carry files and supplies at least 20 pounds.

6. Strong interpersonal skills to interact with leadership, employees, consumers, provider network, and the general public.

7. Analytical skills necessary to conduct research, analyze, and interpret complex data and identify and solve problems by proposing courses of action.

8. Ability to plan short and long range and to manage and schedule time.

9. Ability to handle stress in meeting deadlines and dealing with large numbers of employees and / or consumers.

(Listed qualifications are for guidance in filling this position. Any combination of education and experience that provides the necessary knowledge, skills, and abilities will be considered; however, mandatory licensing or certification requirements cannot be waived. Physical / mental requirements cannot be waived unless specifically indicated.)