Administrative Assistant (Mental Health Services)

Vinfen•Boston, MA

About The Position

The Administrative Assistant performs administrative and managerial support duties for the SPOT Program. The Administrative Assistant will screen all incoming communications, prioritize appropriately and follow up with the Program Director as necessary. The Administrative assistant will also plan and coordinate meetings and maintain the calendar of the supervisor as directed. Additional responsibilities include but are not limited to: 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. 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.

Requirements

Minimum of high school diploma or GED required. Associate's degree or certification preferred.
One to three years related experience in an administrative support function strongly preferred
Ability to type at a minimum of 60 wpm
Knowledge of business communication formats (correspondence, memos, minutes, reports, financials, etc.)
General knowledge of personal computer applications and equipment
Proficiency in Microsoft Office; Including Word, Excel, Access and Outlook
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
Valid driver's license and access to a vehicle preferred.
All candidates for this position must be a least 21 years of age and be able to pass a CORI, driving record, employment reference check as well as a multi-state background check.

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.

Benefits

A fully funded, employer-sponsored retirement plan that requires no employee contribution as well as an employee-funded 403(b) plan
First-rate Medical, Dental and Vision plans that are open all employees scheduled to work 30 hours per week or more. Plus, we offer a generous employer contribution toward the cost of medical insurance!
Employer-paid Life, Accidental Death & Dismemberment and Long-Term Disability Insurance (no cost to you!)
Employer-paid Short-Term Disability Insurance along with the option to purchase additional, voluntary, Short-Term disability insurance
Flexible Spending Reimbursement Accounts (Health and Dependent care)
Voluntary Term, Whole Life, Accident and Critical Care Insurance
Generous paid time off (Employees scheduled to work 20 hours or more per week): 15 days of Vacation per year 11 Paid Holidays 10 Sick Days per year 3 Personal Days per year
Educational Assistance and Remission Programs
$500 Employee Referral Bonus with no annual cap!
Other generous benefits including discounted YMCA memberships, access to discounted movie tickets and more!