Administrative Assistant - Senior Services

The Administrative Assistant/Office Manager provides administrative and clerical support to the agency management team, which includes Administrator, Deputy Administrators and high-level Supervisor 3's.  This role also performs duties related to the Aging and Disability Data Collection System (SAMS) and oversight of electronic consumer files. Additionally, this role assumes a wide variety of responsibilities to ensure effective and efficient agency operations. Duties include administrative tasks, overseeing agency office support operations, overseeing office support employees, department specific onboarding activities, electronic consumer file management, contributing to a positive work environment, and performing as a high-level confidential administrative support.

• Provides administrative and clerical support for agency management team;

• Provides SAMS administration and electronic consumer file support such as merge requests, user requests, care management changes, external provider requested changes, account initiations and changes; 

• Generates program-related reports and data summaries for the agency management team;

• Manages Office Support team in maintaining efficient and effective practices to support unit needs; 

• Assists in coordinating Advisory Council meetings, types minutes and disseminates appropriate follow up to the Council, as well as general Advisory Council communication and coordination;

• Works directly with HHS HR to assist Supervisors through the hiring process;

• Manages the agencies records and archiving process;

• Contributes to a positive office environment by conducting self in a businesslike, confidential manner, positively representing the agency with all staff and the public at times;

• Assists committees and staff in special events with communication and coordination on an as needed basis;

• Overall maintenance of office space;

Specialized Duties and Responsibilities.

• Respond to office concerns (in-person, phone, email text);

• Establish, develop and maintain positive business relationships;

• Engage with clients, office staff, in accordance to the County's mission, in a judgment free manner, treating all individuals with dignity, respect, compassion;

• Elevate concerns or issues to next level of supervision;

• Keep current on operating procedure and practices through training and meeting as required by Supervisor and the County;

• Meet production and quality standards while following approved policies and procedures.

Preferred Skills

• Advanced computer skills; experience with Microsoft Office products including Outlook, TEAMs, SharePoint, OneDrive, Dynamics 365, Adobe, DocuSign;

• Comprehensive understanding of the social service infrastructure, including human service organizations, and other resources accessible to individuals experiencing homelessness

• Proficient in using multiple computer applications simultaneously;

• Possess excellent people skills; demonstrated ability to provide empathetic and compassionate responses to people in need;

• Excellent telephone etiquette and ability to communicate clearly with individuals with varying levels of comprehension and language proficiency;

• Advanced problem-solving skills;

• Strong written skills with attention to detail;

• Ability to work independently and as part of a team;

• Strong organizational skills.

• High School Diploma and completion of a High School business curriculum which included at least one typing course; or High School Diploma and 3 years' technical level clerical office work or 2 years' experience as an Office Support Person; or any combination of experience or general office coursework and computer skills. Previous supervisory experience required. Previous electronic consumer record management experience preferred. Experience with Aging and Disability Data Management Systems (SAMS) a plus;

• Proficient in technical operation of modern office equipment, including computer and related software: Windows XP, Word, Excel, Outlook, Publisher, Power Point;

• Advanced proficiency in business English, grammatical and vocabulary skills, and ability to apply these in office practice;

• Professional telephone demeanor and accurate information gathering skills in communicating with County and State officials, professionals and general public;

• Ability to interface effectively and professionally, verbally and in writing, and to make decisions based upon information obtained;

• Ability to exercise independent judgment in response to client, staff, or professional requests for assistance or service;

• Ability to work in a fast-paced environment and to prioritize workload to meet emerging 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.

Ability to sit, stand and walk for moderate periods of time. Ability to work in all weather conditions. Occasionally may be required to do Medium Level and/or Heavy Level physical work that would include reaching, walking, pushing, pulling and lifting.

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential function.  The noise level in the work environment is usually moderate.