Position Description

This position works with the Deputy Administrator of Mental Health Services to establish overall administrative planning for the department.  This position assists with the administration of the day to day operations of the Mental Health Department, including scheduling and facilitating meetings, making appointments, creating purchase orders, special research projects, and the development of reports, as well as general office duties. 

Position Requirements

            To perform the Mental Health Administrative Assistant job successfully, an individual must be able to perform each essential responsibility satisfactorily. These requirements are representative, but not all-inclusive, of the knowledge, skill, and ability required.

• Excellent computer skills, including Word, Excel and Outlook in a Microsoft Windows environment.
• Effective oral and written communication skills.
• Excellent interpersonal skills.
• Able to exhibit a high level of confidentiality.
• Excellent organizational skills.
• Ability to learn quickly and adapt to changing environment
• Must be able to identify and resolve problems in a timely manner.

• Must be able to gather and analyze information skillfully.

   

Education and Experience

• Such training as may have been gained through graduation from a four year college or university;

OR

• any equivalent combination of experience and training.

   

Physical Demands

            While performing the responsibilities of the Mental Health Administrative Assistant, the employee is required to talk and hear. The employee is often required to sit and use their hands and fingers, to handle or feel and to manipulate keys on a keyboard. The employee may be required to stand, walk, reach with arms and hands, climb or balance, stoop, kneel, crouch or crawl and, enter and exit a vehicle.  The work may require constant mobility. The employee may need to work with arms above shoulder height, bend at the waist or work bent at the waist, lift or carry items or occasionally work with an uncommon level of noise. Vision abilities required by this job include close vision.

Work Environment

            Normal office environment. The noise level in the work environment is usually quiet to moderate. Position may require travel throughout Carbon, Monroe and Pike counties in addition to periodic travel to other locations in Pennsylvania. Agency vehicle is usually available during work hours.

Position Duties:

Works with the Deputy Administrator of Mental Health Services to establish overall administrative planning for the department.

• Schedule/facilitate/attend all necessary meetings; take/prepare minutes for distribution to attendees.  Contact attendees for agenda items; prepare agenda.
• Compose, type from notes, written materials, and other sources, correspondence, forms, reports, etc. regarding agency activities for the Deputy MH Administrator, Administrator, Fiscal Department, and the MH Department.
• Reviews and responds to routine correspondence, schedules appointments and meetings, monitors due dates on projects, and coordinates other administrative details as directed.
• Scans and files correspondence; sets up new files when needed.
• Assist in mail collection and distribution between office sites; process outgoing mail, and when necessary, take it to the post office and/or recipient.
• Receive, screen and direct telephone calls and visitors; take and relay messages when necessary.
• Prepare and process purchase orders from vendor quotes, equipment orders, and tracks orders and returns for the Mental Health Department.
• Setup video conferences and webinars.
• Assists the MH Department with projects, reports, events and department processes.
• Supports the clerical/support staff as needed for front office coverage and the support of all MH/DS Department proce ses and procedures for reports, projects, and correspondence.
• Support the TCM Department with their Wellness and fiscal responsibilities for data entry, processes, reporting and monthly statistics.
• Assist with events and trainings, such as the Consumer Holiday Event, the annual Mental Health Walk, Crisis Intervention Training and other events/trainings as needed.
• Will assist with data collection, scheduling and reporting of the commitment process, court hearings, Mental Health First Aid Trainings, Question Persuade Refer Trainings, and other required systems and trainings.
• Will assist in the monitoring and processing of information for our mail chimp list serve system.
• Maintain a cooperative working relationship with other departments, agencies, providers, and governmental bodies.

• Other duties as assigned by the MH Deputy Administrator, Administrator, IT Department, HR Department and the Fiscal Department.

   

Additional Duties:

• Performs related work as required.

• Use of personal vehicle may be required. Must be able to drive and have valid driver's license.

   

Conclusion

            Reasonable accommodation can be made to enable people with disabilities to perform the described essential functions. Carbon-Monroe-Pike MH/DS is an Affirmative Action/Equal Opportunity Employer.

            This position description serves as a guideline for communicating the essential functions and other information about the position to the applicant/employee. It is not intended to create a binding employment contract nor cover every detail of the position and may be changed where appropriate.