Administrative Assistant (Mental Health Services)

Vinfen•Boston, MA

9d•$25 - $25•Onsite

About The Position

Perform administrative and managerial support duties for a director. This role involves coordinating the flow and distribution of work, preparing documents and reports, maintaining databases and files, composing correspondence, attending meetings, managing calendars, planning and coordinating meetings, processing departmental transactions, and serving as a resource for clients, families, and external agencies.

Requirements

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
Microsoft Office, including Word, Excel, and Access
Outlook/Vinfen’s internet access applications
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 areas managed, professional/personal contacts, standards and expectations, and goals and objectives
One to three years’ experience in an administrative support function.
A high school diploma or equivalent is required
CPR is required within two weeks of hire
First Aid is required within two weeks of hire
CPSS is required
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.

Nice To Haves

Associate’s degree or certification preferred.

Responsibilities

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.