Administrative Assistant-UM

NORTH TEXAS BEHAVIORAL HEALTH AUTHORITY•Dallas, TX

11d•Onsite

About The Position

The Administrative Assistant-UM is responsible for regular and special project administrative support to NTBHA. They provide advanced level customer service to internal and external customers by performing a variety of complex administrative support activities, which contribute to efficient office operations and require a thorough understanding of office procedures. Assignments range from answering phones, maintaining records, drafting materials, preparing documents for internal and external use, tracking and follow-up, compiling information, and creating spreadsheets, to providing support for committees connected to NTBHA business. This position is classified as exempt and requires flexibility in scheduling to meet organizational needs, including adjusting work hours as necessary to ensure job responsibilities are completed. This position reports to the Chief of Regional Operations.

Requirements

Must be able to work on and have knowledge of a PC (personal computer).
Advanced Microsoft Office Suite skills - Outlook, Word, Excel, PowerPoint, etc., with an ability to become familiar with company-specific programs and software.
High School diploma required.
Must have a minimum of five (5) years of experience as an administrative assistant.
Or a combination of education, training and experience that would ensure the successful performance of the duties of the position.
Keyboarding/typing speed of 50 wpm.

Nice To Haves

2-year degree or a bachelor’s degree preferred.

Responsibilities

Generates correspondence, reports, statements, minutes, and forms from verbal and/or written instruction utilizing Microsoft Office Suite software and general office equipment.
Manages and maintains project documentation; receives, sorts, and prioritizes documents.
Organizes meetings, trainings, and conferences.
Provides general office functions such as ordering office supplies, completing purchase orders, office machine maintenance, back-up coverage for front desk staff, and archiving.
Maintains databases and creates reports from them as assigned/requested.
Gathers and compiles information and maintains documentation related to grants, contracts, proposals, etc.; consults with other NTBHA staff as needed; monitors and calls attention to related key dates for annual and multiple year plans, projects, contracts, etc.
Monitors and maintains licensing and certifications of provider files; ensures applications, renewal letters, and fees are processed in a timely manner; develops and maintains tickler system and/or database for licensing/certification renewal; ensures insurance certificates are current for provider agencies.
Perform desktop publishing activities; receives and proofs material for business cards, letterhead, envelopes, brochures, and other printed material, and presents camera-ready documents to printer; prepares completed published documents for mailing and/or distribution.
Supports NTBHA staff with arranging for travel needs including airfare, lodging and car rentals, creating itineraries.
Assists or provides back-up coverage for other Administrative Assistants, and other administrative positions as assigned.
Analyzes relevant data for significant trends and stays current on best practices for behavioral health services and related health and social services as they affect the unit or NTBHA operations.
Regular reporting and presentations that includes integrating information from multiple sources, provides technical support to various groups as assigned, and provides information for advisory boards and elected officials.
Attends seminars, training, conferences, and other meetings as assigned.
Represents NTBHA in a wide variety of local/regional meetings, work groups, committees, task forces and other venues as assigned.
Attends and participates in staff meetings.