HOPE Community Services, Inc.
Executive Administrative Assistant
12 days ago
Oklahoma City
Job DescriptionSalary: EOE Statement At HOPE, our goal is to be a diverse workforce that is representative, at all job levels, of the community we serve. We embrace and encourage our employees differences in age, color, disability, ethnicity, family or marital status, gender identity or expression, language, national origin, physical and mental ability, political affiliation, race, religion, sexual orientation, socio-economic status, veteran status, and other characteristics that make our employees unique. We are proud to be an equal opportunity workplace and an affirmative action employer. SUMMARY Assists in the daily operational activities of administrative support services and provides professional support to the CEO/COO/Clinical Director/Administrative Coordinator and management level staff by performing the following duties directly or through administrative assistant staff. Ensures operational challenges are met and systems are in place that support and promote agency mission. ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned. Consults with management to determine information and performance requirements of management and programs to work directly with priorities of new projects and to discuss system capacity and equipment acquisitions. Works independently with minimal supervision. Maintains confidentiality and discretion in all job functions. Maintains reports through Microsoft excel program. maintain confidentiality and discretionmaintain confidentiality and discretion Provides high-level administrative support to the executive team and leadership, coordinating schedules, preparing materials, and assisting with daily operational needs. Attends board, management, and leadership team meetings taking detailed notes and transcribing them into clear, accurate documents for dissemination, including agendas, minutes, and reminders. Works directly with finance office to review reports of computer and peripheral equipment production, malfunction, and maintenance to ascertain agency needs and operational changes. Responsible for agency policies and procedures, CARF and DMHSAS standards and criteria, federal and state confidentiality rules and regulations, and any special funding source requirements. Responsible to ensure that DMHSAS contract renewals are done annually. Responsible to maintain an updated organizational chart. Maintains report files, memorandum of understandings, and contracts. Responsible to ensure that waiting areas and break rooms are equipped with all posters, signs that meet state, federal, and funding requirements. Ensures the provision of effective and efficient support services. May be required to assist reception area during times of staffing shortages. Ensures all new staff receive office assignment, equipment, keys, and office tools to assist them in performing their jobs. Maintains professional standards are met through our voice mail systems, email systems, break room supplies and cleanliness of all buildings. Helps to create systems for organization of processes. Assists in ensuring clinical staff are placed on OKC Public Schools Grant information that allows HOPE access into our school systems. Supports and promotes a service environment for individuals in need of behavioral health and/or co-occurring services that is recovery focused, welcoming, gender sensitive, and attentive to the needs of individuals who may have experienced trauma in their lives. Attends annual core competencies training in relationship to individuals with co-occurring disorders or who have experienced trauma in their lives. SUPERVISORY RESPONSIBILITIES Agency liaison with Board of Directors. Coordinates and organizes agenda, packets and notification of Board Meetings. Prepares minutes of the meeting for approval and signature. Maintains board minutes. Participates in the planning of special events (i.e. annual meeting, all staff in service, meetings etc) enlisting the help of other staff as needed, including the scheduling, location, date, set up/decorating, arranging for food, develop and distribute invitations to individuals on the approved mailing list. Proofreads documents prior to their distribution (includes but not limited to board minutes, grant applications, newsletters, correspondence, policies, etc) as required. Assists in the coordination for the development and publication of the agencys annual report to ensure it is completed in draft form for board review prior to the annual meeting of the board of directors. Ensure copies are available for distribution at the annual meeting program following approval of the board during the annual business meeting. Assists in updating corporate by-laws and articles of incorporation and maintaining files of original documents in a secure location. Submit draft to agency attorney for review upon request. Assists with grant and contract preparation. Participates in the development and revision of agency policies and procedures. Assists in the processes to review, approve, distribute and present for board review in a timely manner. Ensures new and updated policies are made available to staff as found in the onlineSharePointFolder in a timely basis. Provides administrative support services to the Executive Staff of the agency, as needed. Performs other related duties as assigned. SUPERVISORY RESPONSIBILITIES Carries out supervisory responsibilities in accordance with the organization's policies and applicable laws. Responsibilities include interviewing, orientation and training employees; planning, assigning, and directing work; appraising performance; addressing complaints and resolving problems. QUALIFICATIONS To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. EDUCATION and/or EXPERIENCE Bachelors Degree or higher in related field or university program certificate; or Three (3) years related experience and/or training, or equivalent combination of education and experience. At least one (1) year of experience providing administrative support to an executive-level team strongly preferred. Experience supporting C-level management. Efficient in Microsoft Word and Excel. Efficient in graphic arts programs for newsletters or annual reports. CERTIFICATES, LICENSES, REGISTRATIONS May be required to obtain First Aid and CPR certifications. LANGUAGE SKILLS Ability to read, analyze, and interpret common technical journals, financial reports, and legal documents. Ability to respond to common inquiries or complaints from customers, regulatory agencies, or members of the business community. Ability to write correspondence and reports for distribution to staff, board of directors or outside agencies. Ability to effectively present information to top management, public groups, and/or board of directors. MATHEMATICAL SKILLS Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference and volume. Ability to apply concepts of basic algebra, geometry and basic accounting. REASONING ABILITY Ability to define problems, collect data, establish facts, and draw valid conclusions. Ability to interpret an extensive variety of technical instructions and deal with several abstract and concrete variables. OTHER SKILLS AND ABILITIES • Approaches staff, executives, and colleagues with professionalism, respect, and a collaborative mindset., • Maintains composure, responds thoughtfully to stress or conflict, and models emotional maturity., • Communicates clearly and concisely in both written and oral formats, adapting messaging for different audiences., • Builds strong internal and external relationships, values team input, and fosters collaboration., • Demonstrates transparency, consistency, and ethical conduct in all work., • Respects diverse backgrounds and perspectives, promoting inclusivity and responsiveness., • Stays calm under pressure, multitasks effectively, and prioritizes workload in high-stress situations., • Demonstrates excellent organizational, planning, and time-management skills with strong attention to detail., • Exercises discretion with personal and confidential information., • Supports staff and team development, encourages excellence, and fosters a positive work environment., • Proficient with Microsoft Office Suite and other administrative software, with the ability to quickly learn new systems., • Ability to collect, track, and summarize data for projects and reporting purposes., • Knowledge of office administration, clerical procedures, and recordkeeping systems., • Ability to relate professionally and constructively with diverse populations, including individuals served by the agency. PHYSICAL DEMANDS The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel objects, tools, or controls; and talk or hear. The employee frequently is required to reach with hands and arms. The employee is occasionally required to stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 25 pounds. Must have vision enough to read typed or written data. Must have hearing and speech enough to communicate effectively with staff, clients, and public in person and by phone. WORK ENVIRONMENT The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. This job may at times requires travel in your own vehicle for purposes of pickups or deliveries of items. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate with frequent interruptions.