Administrative Assistant (Mental Health Services)

Overview

Perform administrative and managerial support duties for a director.

Responsibilities

The essential job duties/responsibilities of the position include but are not limited to the information listed below:• Coordinate the flow and distribution of work: screening all incoming communications and independently prioritize; refer work to others, or self-respond as appropriate; document, inform, and follow-up with supervisor on work in progress.• Prepare word-processing documents and spreadsheet reports and information. Transcribe documents from recorded dictation. Maintain databases.• Set up and maintain files, copy documents, and oversee record-keeping efforts.• Compose, edit, and distribute correspondence, memos, documents, and forms.• Attend meetings and prepare and distribute minutes.• Greet and director visitors.• Maintain the calendar of supervisor and/or others, as directed.• Plan and coordinate meetings, including scheduling among participants, preparing agendas, obtaining equipment and materials, arranging for meals, travel, and lodging, when required.• Process documents and transactions specific to the department; track and report on expenses and other statistics.• Participate on Administrative committee and work groups, as needed.• Provide support to other areas, as requested.• Serves as a resource for persons served, families, and outside agencies requesting information.• Perform other related duties, as required.

Knowledge and Skills:• Ability to type at a minimum of 60 wpm• Knowledge of business communication formats (correspondence, memos, minutes, reports, financials, etc.)• Knowledge of business etiquette and practices• Knowledge of grammar and punctuation• Ability to compose routine correspondence• General knowledge of personal computer applications and equipment

Specific knowledge of:o Microsoft Office, including Word, Excel, and Accesso Outlook/Vinfen’s internet access applicationso Department-specific applications• Knowledge of office machines(fax, copier, phone, postage)• Knowledge of recordkeeping systems• Organization and quantitative skills• Ability to communicate in a positive, courteous, and professional manner• Ability to exercise judgment & discretion in dealing with individuals and confidential matters• Knowledge of Vinfen’s mission, organization, and services• Thorough knowledge of supervisor’s:

     o Areas managed     o Professional/Personal Contacts     o Standards and Expectations     o Goals and Objectives

About Vinfen

Established in 1977, Vinfen is a nonprofit, health and human services organization and a leading provider of community-based services to individuals with mental health conditions, intellectual and developmental disabilities, brain injuries, and behavioral health challenges. Our services and advocacy promote the recovery, resiliency, habilitation, and self-determination of the people we serve. Vinfen's 3,500 dedicated employees are experienced, highly-trained professionals who provide a full range of supportive living, health, educational, and clinical services in over 550 sites throughout Massachusetts and Connecticut. For more information about Vinfen, please visit www.vinfen.org/careers.

 

My Job. My Community. My Vinfen.

 

Vinfen is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, pregnancy, sexual orientation, gender identity, national origin, age, protected veteran status, or disability status.

Qualifications

Typical Requirements:One to three years’ experience in an administrative support function.

Preferred /Required Education:A high school diploma or equivalent is required; Associate’s degree or certification preferred.

Driving Requirements:May be called on to drive for Vinfen using either a Vinfen van or personal vehicle. A valid driver’s license must be presented at the time of employment. Incumbents must be at least 21 years of age, have maintained a valid US driver’s license for at least six months, and must be able to pass a driver’s screening background check, which is subject to annual checks. If driving, must maintain a safe driving record which is subject to annual checks. If using a personal vehicle, must possess and maintain adequate insurance.

Physical Effort:Ability to lift at least 25 pounds using proper lifting techniques.

Ability to operate a computer and other office equipment such as a calculator, copier, and printer.

Ability to remain in a stationary position 50% of the time as needed.

Ability to bend, reach, file, sit, stand and move around the facility.

Ability to speak, hear and communicate with clients, staff and external representatives.

Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depthperception, and ability to adjust focus.

Required Certifications:CPR is required within two weeks of hireFirst Aid is required within two weeks of hireCPSS is required

Pay Range

USD $24.58 - USD $24.58 /Yr.