Assistant Admin II

Family & Children's Services Career Center•Tulsa, OK

1d•Onsite

About The Position

The Administrative Assistant II will provide skilled secretarial and administrative support to assigned leadership and members of clinical team. Monitors office process and procedures, working with supervisor to assist in creating efficiencies. Provide a welcoming and professional first impression to clients and guests and will contribute to a positive work environment. This position will answer and direct all calls, take messages, and provide information in a polite and professional manner. Maximize the use of electronic health records to enhance the delivery of customer service to clients and support to staff. General Administrative Support Provide skilled administrative support to assigned management and professionals. Monitor office processes and procedures and work with the supervisor to create efficiencies. Perform related data entry and database management tasks. Create forms, tables, and spreadsheets, and assist with special projects. Maintain organized files for program materials. Maintain materials and complete new employee binders; copy and order new binders as needed. Register clinicians and/or directors for conferences. Arrange travel and lodging, if necessary. Assist in maintaining and updating telephone directories via computerized database to access correct information. Maintain a good working knowledge of agency and community services. Maintain a safe and secure working environment. Report safety concerns, staff issues, noncompliance activities, and agency policies and procedures. Financial Reporting and Accountability Secure and manage petty cash and change reserve, purchase gas cards, and follow agency protocols regarding check-out of agency charge cards (i.e., Walmart, Office Depot, Amazon, etc.). Ensure safety and security of all agency monies, including petty cash funds and assigned agency credit cards, with the highest integrity by following all established policies on front desk cash handling and reconciliation procedures. Track receipts and complete monthly credit card expense reports for assigned programs and supervisors, ensuring submission deadlines are met. Process reimbursement requests for training, certifications, testing, etc. Process paid time off requests, time sheets, and mileage. Office Operations and Purchasing Identify and coordinate any necessary building repairs, maintenance, and cleaning service needs. Be responsible for inventory control and office supply acquisition and management. Receive purchase requests from programs and supervisors, secure the best pricing, and track acquisition of purchased items. Ensure departments receive ordered items. Purchase and manage delivery of all incentive gift cards, bus tokens, bus passes, etc. Review all external translation invoices for accuracy and secure approval signatures. Other Administrative Duties Demonstrate proper telephone etiquette and maintain solid customer relations by handling questions and concerns promptly and with courtesy and patience. Maintain a good working knowledge of agency and community services. Update directories and reference material kept at the front desk. Establish and maintain office files, logs, and other administrative front desk reports. Identify areas of system improvement and suggest changes to the supervisor. Operate the copy machine. Ensure availability of agency forms and office supplies. Identify and immediately communicate related workflow issues, concerns, and/or operational functions to supervisor(s) to improve efficiency and client service. Client, Staff, and Public Engagement Greet and assist all visitors and clients. Be courteous, polite, and helpful to the public and clients at all times, with continuous awareness of maintaining a positive agency image. Calmly and efficiently assist with complaints and difficult or emotional client situations; handle all situations in a professional manner, exhibiting excellent customer service skills at all times. Promptly report concerns regarding safety issues, customer service and/or client complaints, and noncompliance activities of agency policies and procedures to the front desk supervisor/manager of support services. Use research skills to troubleshoot client or staff problems. Program-Specific Duties Process monthly agency credit card reports for the Chief Program Officer of Adult Mental Health Outpatient, Chief Program Officer of Adult Mental Health, Medical & Crisis Services, and the Adult Mental Health Division credit card. Manage petty cash; process and reconcile with receipts; and provide to the finance department. Enter mileage and travel for Adult Mental Health Chief Program Officers. Secure approval from all Chief Program Officers and submit to Accounts Payable for payment. Receive and verify affiliate and mileage forms, secure proper signatures, and submit to finance for processing by Monday at noon on Payroll Monday. Process, track, and report by department Flex Fund activity, targets, and goals achieved monthly. At fiscal year-end, ensure each department expends all flex funds. Secure requests by program, ensure excessive purchasing is monitored, process and receive orders, and distribute to programs. Participate in the agency-wide planning committee. Recruit program representatives to participate in planning, activity design, and implementation. Serve as the Graves Building Annual Holiday planning Manage the orders for the Graves Resource Room Manage conference registration and travel planning. Upon request, assist with organizing various meetings for direct supervisors. Upon request, organize and plan business lunch meetings and department events. Establish procedures and protocols on proper documentation and utilization of data system. Participate in staff meetings, in-service training, and workshops. Perform other duties as assigned.

Requirements

Must be a high school graduate or have HS equivalent
Must be able to demonstrate basic proficiency with Microsoft office software.

Nice To Haves

Preference given to individuals with 1 or more year of administrative experience, particularly in healthcare environment.

Responsibilities

Provide skilled secretarial and administrative support to assigned leadership and members of clinical team.
Monitor office process and procedures, working with supervisor to assist in creating efficiencies.
Provide a welcoming and professional first impression to clients and guests and contribute to a positive work environment.
Answer and direct all calls, take messages, and provide information in a polite and professional manner.
Maximize the use of electronic health records to enhance the delivery of customer service to clients and support to staff.
Perform related data entry and database management tasks.
Create forms, tables, and spreadsheets, and assist with special projects.
Maintain organized files for program materials.
Maintain materials and complete new employee binders; copy and order new binders as needed.
Register clinicians and/or directors for conferences.
Arrange travel and lodging, if necessary.
Assist in maintaining and updating telephone directories via computerized database to access correct information.
Maintain a good working knowledge of agency and community services.
Maintain a safe and secure working environment.
Report safety concerns, staff issues, noncompliance activities, and agency policies and procedures.
Secure and manage petty cash and change reserve, purchase gas cards, and follow agency protocols regarding check-out of agency charge cards.
Ensure safety and security of all agency monies, including petty cash funds and assigned agency credit cards, with the highest integrity by following all established policies on front desk cash handling and reconciliation procedures.
Track receipts and complete monthly credit card expense reports for assigned programs and supervisors, ensuring submission deadlines are met.
Process reimbursement requests for training, certifications, testing, etc.
Process paid time off requests, time sheets, and mileage.
Identify and coordinate any necessary building repairs, maintenance, and cleaning service needs.
Be responsible for inventory control and office supply acquisition and management.
Receive purchase requests from programs and supervisors, secure the best pricing, and track acquisition of purchased items.
Ensure departments receive ordered items.
Purchase and manage delivery of all incentive gift cards, bus tokens, bus passes, etc.
Review all external translation invoices for accuracy and secure approval signatures.
Demonstrate proper telephone etiquette and maintain solid customer relations by handling questions and concerns promptly and with courtesy and patience.
Update directories and reference material kept at the front desk.
Establish and maintain office files, logs, and other administrative front desk reports.
Identify areas of system improvement and suggest changes to the supervisor.
Operate the copy machine.
Ensure availability of agency forms and office supplies.
Identify and immediately communicate related workflow issues, concerns, and/or operational functions to supervisor(s) to improve efficiency and client service.
Greet and assist all visitors and clients.
Be courteous, polite, and helpful to the public and clients at all times, with continuous awareness of maintaining a positive agency image.
Calmly and efficiently assist with complaints and difficult or emotional client situations; handle all situations in a professional manner, exhibiting excellent customer service skills at all times.
Promptly report concerns regarding safety issues, customer service and/or client complaints, and noncompliance activities of agency policies and procedures to the front desk supervisor/manager of support services.
Use research skills to troubleshoot client or staff problems.
Process monthly agency credit card reports for the Chief Program Officer of Adult Mental Health Outpatient, Chief Program Officer of Adult Mental Health, Medical & Crisis Services, and the Adult Mental Health Division credit card.
Manage petty cash; process and reconcile with receipts; and provide to the finance department.
Enter mileage and travel for Adult Mental Health Chief Program Officers.
Secure approval from all Chief Program Officers and submit to Accounts Payable for payment.
Receive and verify affiliate and mileage forms, secure proper signatures, and submit to finance for processing by Monday at noon on Payroll Monday.
Process, track, and report by department Flex Fund activity, targets, and goals achieved monthly.
At fiscal year-end, ensure each department expends all flex funds.
Secure requests by program, ensure excessive purchasing is monitored, process and receive orders, and distribute to programs.
Participate in the agency-wide planning committee.
Recruit program representatives to participate in planning, activity design, and implementation.
Serve as the Graves Building Annual Holiday planning.
Manage the orders for the Graves Resource Room.
Manage conference registration and travel planning.
Upon request, assist with organizing various meetings for direct supervisors.
Upon request, organize and plan business lunch meetings and department events.
Establish procedures and protocols on proper documentation and utilization of data system.
Participate in staff meetings, in-service training, and workshops.
Perform other duties as assigned.