Administrative Assistant-CBO

NORTH TEXAS BEHAVIORAL HEALTH AUTHORITY•Dallas, TX

10d•$45,000 - $55,000•Onsite

About The Position

North Texas Behavioral Health Authority (NTBHA), based in Dallas, develops a collaborative system of care for children, adolescents, and adults with severe mental illness, serious emotional disturbances, or substance use disorders. NTBHA provides trauma-informed, resilience-oriented care with cultural humility. The CBO Administrative Assistant provides regular and special-project administrative support to NTBHA and advanced customer service to internal and external customers. The role performs complex administrative activities requiring a thorough understanding of office procedures to support efficient office operations. Assignments include answering phones, maintaining records, drafting materials, preparing documents for internal and external use, tracking and follow-up, compiling information, creating spreadsheets, and supporting committees connected to NTBHA business. The position is classified as exempt and requires flexibility in scheduling to meet organizational needs, including adjusting work hours as needed to complete responsibilities. Duties and projects may be assigned or changed to meet business needs.

Requirements

High school diploma required; a two-year degree or bachelor’s degree preferred.
At least five years of experience as an administrative assistant, or a combination of education, training, and experience that ensures successful performance of the duties.
At least intermediate proficiency using computers and common office applications, including Microsoft Office products.
Keyboarding or typing speed of 50 words per minute.
Ability to work on and knowledge of a personal computer.
Advanced Microsoft Office Suite skills, including Outlook, Word, Excel, and PowerPoint, with ability to become familiar with company-specific programs and software.
Flexibility to adjust work hours as necessary to meet organizational needs and complete job responsibilities.

Nice To Haves

Two-year degree or bachelor’s degree.

Responsibilities

Generate correspondence, reports, statements, minutes, and forms from verbal and written instructions using Microsoft Office Suite and general office equipment.
Manage and maintain project documentation; receive, sort, and prioritize documents; and assist teams with surveys and data compilation.
Organize meetings, trainings, and conferences.
Perform general office functions, including ordering supplies, completing purchase orders, maintaining office machines, providing backup front-desk coverage, and archiving.
Maintain databases and create reports from them as assigned or requested.
Gather and compile information and maintain documentation related to grants, contracts, and proposals; consult with NTBHA staff as needed; and monitor key dates for plans, projects, and contracts.
Monitor and maintain provider-file licensing and certifications; ensure applications, renewal letters, and fees are processed on time; maintain a renewal tickler system or database; and ensure provider agencies’ insurance certificates are current.
Perform desktop publishing activities, proof printed materials, prepare camera-ready documents for printers, and prepare completed publications for mailing or distribution.
Assist NTBHA staff with travel arrangements, including airfare, lodging, car rentals, and itineraries.
Provide backup coverage for other Administrative Assistants and administrative positions as assigned.
Analyze relevant data for significant trends and stay current on best practices for behavioral health and related health and social services as they affect the unit or NTBHA operations.
Prepare regular reports and presentations by integrating information from multiple sources; provide technical support to groups and information to advisory boards and elected officials.
Attend seminars, training, conferences, and other meetings as assigned.
Represent NTBHA in local and regional meetings, work groups, committees, task forces, and other venues as assigned.
Attend and participate in staff meetings.