Executive Administrative Assistant

Howard County•Howard, MD

1d•Hybrid

About The Position

The Administrative Aide for the Bureau of Behavioral Health is responsible for all administrative support and office management functions for the bureau and supports the Director of Behavioral Health. This position provides client/guest support and referral services, office operations support, and invoice and contracts support as needed. This position also provides administrative assistance to the Howard County Local Behavioral Health Authority Board. (HCLBHA). Evenings and weekends as needed for special events and emergencies. Eligible for hybrid telework schedule.

Requirements

Graduation from an accredited high school or possession of a high school equivalency certificate.
Four years performing secretarial work or clerical work involving typing duties.

Nice To Haves

Experience with Office 365 products and SharePoint.
Experience operating a multi-line telephone system.
Experience providing administrative support, including drafting correspondence, performing data entry, and preparing agendas and meeting minutes.
Experience scheduling meetings, appointments, and maintaining calendars.
Demonstrated ability to accurately type on a keyboard on a personal computer at a minimum of forty words per minute may be required, depending on the specific requirements of the position.

Responsibilities

Types correspondence, memoranda, reports, presentation, and other documents as assigned
Maintains confidentiality of staff and clients as the position may have access to confidential information
Creates routine and complex correspondence and memoranda for internal and external communications
Maintains proficiency in word processing, spreadsheet, publication, and presentation programs (i.e. MS Word, Excel, Access, Publisher, and PowerPoint) utilized by the agency
Prepares reports by assembling, compiling and summarizing data into a concise format
Prepares agendas and minutes as requested for meetings, including but not limited to the Howard County Local Behavioral Health Authority Board meetings, All Staff meetings, Behavioral Health Provider meetings, and the Performance Improvement Committee (PIC) meetings and accurately disseminates this information within the designated timeframe
Interprets administrative decisions and policies to staff and transmits instructions with the authority of the Bureau Director
Prepares materials for meetings, including but not limited to the Howard County Local Behavioral Health Authority Board meetings, All Staff meetings, Behavioral Health Provider meetings, and the Performance Improvement Committee (PIC) meetings. This may include maintaining and updating Board materials such as the orientation manual, member’s roster, sub-committee list, attendance list, meeting schedule, and correspondence with board members and the County Executive’s office regarding appointments and to the Board. Creating presentations, reports, and memos for meetings.
Creates and sends the Bureau’s newsletter 2-4 times a month through email list to staff, stakeholders, providers and board members.
Suggests updates and enhancements to the Bureau’s website, social media and Promotional materials, and coordinates suggestions with Communications after approval from Bureau Director.
Distributes incoming mail, faxes, photocopies
Researches materials to be used in reports
Receives visitors, answers calls, and transfers calls to appropriate staff as needed
Provides information to visitors and callers
Researches information as needed and responds to visitors and callers in a timely fashion
Communicates with internal and external colleagues in a polite and professional manner
Schedules meetings for the Bureau Director
Schedules conference rooms for the Bureau Director and the Bureau staff
Schedules events for the Bureau staff
Maintains a calendar system for Bureau Supervisors and Bureau staff
Schedules, hosts and organizes meetings
Establishes and maintains filing system to include programmatic documents as needed
When needed help to submit and track invoice payments, orders, EECs, and trainings.
Help to reconcile the submission spreadsheet with submissions in email.
Help to investigate invoice discrepancies and prepare paperwork for payment
Type and process EEC, PDQ, DPC and other requested forms needed for Bureau of Behavioral Health staff as needed.
Maintains statistical records including but not limited to satisfaction surveys for staff and stakeholders
Maintains various Bureau staff lists, including but not limited to organizational charts, staff schedule, office locations and phone extensions, staffing hallway signs, and emergency telephone call down tree and phone numbers.
Possesses a broad understanding of HCHD services and can refer to other programs.
Participates in necessary drills and exercises, responds to emergencies as appropriate, keeps abreast of policies and procedures in the program, bureau and department.
Completes all required trainings.
Participates in quality improvement efforts within the program.
Accepts responsibility for special projects as assigned.
Secondary to coordinate emergency preparedness and response for the Bureau (i.e., check the AED machine daily and floor captain in an evacuation).
Participates in EP drills or actual events.
Participates in seasonal flu clinics.