Administrative Assistant I

Family & Children's Services Career Center•Oklahoma City, OK

32d

About The Position

Under direct supervision, this role schedules appointments, provides information to callers, types routine correspondence, and relieves clinical staff of clerical work and minor administrative and business details. The position adheres to agency policy and procedures, CARF and DMHSAS standards and criteria, federal and state confidentiality rules and regulations, and any special funding source requirements. It provides administrative support services to assigned program unit(s), logs and routes incoming mail, composes and types routine correspondence, and may transcribe notes. The role involves filing correspondence and records, maintaining database information, and preparing reports for review. Responsibilities include answering telephones, giving information to callers, routing calls, and placing outgoing calls. The position schedules appointments and maintains schedules for staff in assigned programs, greets visitors, and may attend program meetings to take notes and prepare minutes. It also makes copies of correspondence, prepares outgoing mail, and may take mail to the post office or overnight delivery service. The role supports and promotes a service environment for individuals in need of behavioral health and/or co-occurring services that is recovery-focused, welcoming, and attentive to the needs of individuals who may have experienced trauma. It requires attending annual core competencies training related to individuals with co-occurring disorders or trauma. The position provides coverage for other support positions during breaks, lunch, or absences and may assist in routine duties related to other positions within the management information and support services unit. Travel may be required for agency-related business.

Requirements

Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.
Ability to write routine reports and correspondence.
Ability to speak effectively before groups of customers or employees of organization.
Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.
Ability to apply commonsense understanding to carry out instructions furnished in written, oral, or diagram form.
Ability to deal with problems involving several concrete variables in standardized situations.
Ability to operate personal computer system and typewriter.
Ability to use word processing software.
Ability to relate to persons with severe mental illness in a positive, helpful, and constructive manner.
Ability to establish and maintain effective and tactful working relationships with co-workers; to express ideas and facts clearly and concisely in written and oral form.
Regularly required to sit; use hands to finger, handle, or feel objects, tools, or controls; and talk or hear.
Frequently required to reach with hands and arms.
Occasionally required to stoop, kneel, crouch, or crawl.
Must frequently lift and/or move up to 10 pounds.
Must have vision enough to read written or typed data.
Must have hearing and speech enough to communicate effectively with staff, clients, and public in person and by phone.

Nice To Haves

Prefer some related experience.

Responsibilities

Schedules appointments, gives information to callers, types routine correspondence, and relieves clinical staff of clerical work and minor administrative and business detail.
Adheres to agency policy and procedures, CARF and DMHSAS standards and criteria, federal and state confidentiality rules and regulations and any special funding source requirements.
Provides administrative support services to assigned program unit(s).
Logs in and routes incoming mail for program unit(s) assigned.
Composes and types routine correspondence.
May transcribe notes on typewriter or computer from voice recordings or written notes.
Files correspondence and other records.
May assist in maintaining data base information and prepare reports for review by program director or supervisor.
Answers telephone and gives information to callers or routes call to appropriate staff and places outgoing calls.
Schedules appointments for staff in program unit(s) assigned.
Maintains schedules for staff in assigned program(s).
Greets visitors, ascertains nature of business, and conducts visitors to appropriate person.
May attend program unit(s) meetings, if assigned by supervisor for purpose of taking notes and preparing minutes.
Makes copies of correspondence or other printed matter.
Prepares outgoing mail.
May be required to take outgoing mail to post office or overnight delivery service location.
Supports and promotes a service environment for individuals in need of behavioral health and/or co-occurring services that is recovery focused, welcoming, and attentive to the needs of individuals who may have experienced trauma in their lives.
Attends annual core competencies training in relationship to individuals with co-occurring disorders or who have experienced trauma in their lives.
Provides coverage for other support positions during breaks, lunch or absences as assigned.
May assist in performance of routine duties related to other positions within the management information and support services unit, as time allows and/or as assigned.
Performs other related routine duties, as assigned.
Travel may be required for agency related business; reimbursement will be made according to agency policies and procedures.