I. Provides administrative support and tracking to Division Directors. Maintains orderly procedures for all matters pertaining to the Division Director. Coordinates and provides support to advisory board and/or community boards. 

Full-time    

Monday-Friday 8:30 am- 4:30 pm

$18.35/ hourly   35 hours/weekly  

II. Position Responsibilities and Specific Duties:

· Assists Division Director to move Division forward through aggressive scheduling 

and compliance with agency management systems 

· Responsible for being fully informed of all services and activities within the Division 

or Service Area 

· Manages the Division Directors’ calendar and prepares for upcoming meetings and/or 

events

· Make all travel arrangements related to agency business for the Division 

· Handle all daily correspondence and divisional mail distribution

· Aligns divisional operations calendar with agency operations calendar

· Prepare and distribute information including notices, reports, records, minutes, 

memos, work orders, purchase orders, justifications, and vouchers 

· Maintains divisional tracking sheets including, but not limited to: 

· Budgeting Tracking 

· Management Tracking 

· Regulatory Compliance

· Incident Tracking

· Staffing Tracking

· Purchase Orders

· Binder Management

· Contract/MOU/MOA/CAs

· Monitors tracking sheets for completion and communicates with Director as deadlines 

approach; reports to Director any and all aberrations

· Responsible to assist with the division’s hiring process by tracking, monitoring, 

coordinating interviews, communicating with HR, completing and compiling 

associated hiring paperwork. 

· Maintain accurate and up to date files; keeps binders and tracking sheets current

· Handle outgoing and incoming calls and take accurate messages

· Coordinate & provide support for divisional meetings including room set-up, 

reservations, food arrangements and taking minutes as assigned

· Assists with checking mileage sheets for accuracy

· Participate in quarterly Administrative Assistant Meeting and support group

· Attend meetings as designated; take accurate minutes and disseminate

· Coordinate and provide support to coalitions, advisory boards and/or community 

boards associated with the Division Director: attend meetings, take accurate minutes 

and maintain related records

· Responsible for drafting posts for social media and website from information 

provided by division managers/coordinators/staff; posts will be reviewed and 

approved by Division Director

· Serves as Receptionist backup on a limited basis

· Provide care and supervision of children on an as-needed basis

· Promote agency mission

· Maintains strict confidentiality and complies with Code of Ethics

· Maintains consistent professional customer service 

· Job performance incorporates integrated service delivery model while promoting self-sufficiency

· Participates in the larger team of the agency through committee structures, planning, policy development and volunteerism

· Other duties as assigned by supervisor

Knowledge, Skills Required:

• Associate Degree in Administrative Office specialist, Applied Sciences, Applied Arts, English, Business Administration, Human Services or Administrative Professional Certificate required; Bachelor's Degree preferred.
• 2 years previous experience performing administrative assistant duties or clerical functions.
• Strong computer skills; proficient in Microsoft Office (Word, Excel, PPT) and Google Docs/ Drive.
• Knowledge of Social Media and Website posts.
• Ability to compose accurate correspondence and communicate effectively with the public.
• Strong customer services, interpersonal, and team building skills.
• Excellent organizational, written and verbal communication skills required
• Flexibility
• Ability to problem solve

Special Requirements:

• Valid driver’s license with the ability to travel throughout the county, preferred
• Ability to lift 50 lbs.
• Must be able to provide consistent even tempered customer service at all times.