Community Engagement Administrative Assistant

Competitive Compensation & Benefits Package!  

Position eligible for – 

• Annual incentive bonus plan
• Medical, dental, and vision insurance with low deductible/low cost health plan
• Generous vacation and sick time accrual
• 12 paid holidays
• State Retirement (pension plan)
• 401(k) Plan with employer match
• Company paid life and disability insurance
• Wellness Programs
• Public Service Loan Forgiveness Qualifying Employer

See attachment for additional details. 

Office Location:  Available for the Hickory, NC location

Closing Date: Open Until Filled

Primary Purpose of Position:  

To provide administrative and office/procedural support serving as an assistant to the Director of Community Engagement or other designated staff within the Department. Work involves providing and coordinating the provision of a full range of support activities necessary for the effective management of the Community Engagement Department. The person in this position is responsible for facilitating the flow of work through the units, directing the related activities of other support and program staff, if applicable, and relieving the Director of Community Engagement and the department of routine office and program administration tasks. 

Role and Responsibilities:  

55% Organizational Support: 

• Provides comprehensive support to the Director of Community Engagement and assigned individuals within the Department by being detailed oriented and resourceful in completing projects as assigned and consistent with established objectives. This employee and the work tasks completed play a critical role in ensuring accountability and require that this employee be dynamic and demonstrate autonomy, accountability and initiative. This employee must be familiar with the aims and objectives of the department and consistently carry through with established program practices with minimal daily instruction. Examples of administrative functions include but are not limited to:
• Composing letters, memorandums and reports which may require independent research
• Coordinating arrangements for conferences and meetings
• Planning and arranging for the maintenance and preparation of information needed for various meetings, reports, presentations
• Screening calls and visitors
• Review and monitoring of limited contracts, budgets and invoices
• Monitoring staff activity related to commitments made by the Director of Community Engagement and/or as required by Tailored Plan operations
• Screening/routing material based on content; providing receptionist and telephonic services
• Word processing, scribing minutes and proofing documents

40% Data Management: 

• Thoroughly and accurately enter and maintain data in all applicable systems and/or databases as per established practices, processes and protocols. Assist the Department Director and staff in data analytics and the design of reports fir internal and external use. It is also essential that all record keeping, and data sharing be timely and well-documented to ensure that all information based upon this data supports the organizational needs for daily operations and reporting requirements. List of reports that will require data entry, oversight and management include:
• System of Care quarterly reporting
• Juvenile Justice Substance Abuse Mental Health Partnership monthly report
• Local Crisis Plan biannual 
• Community Engagement and other required Tailored Plan documents 

5% Other related projects and duties as assigned. 

Knowledge, Skills and Abilities:  

• Knowledge of program practices, techniques, and technology sufficient to support the program
• Knowledge of standard office practices and procedures, including program terminology, references and organization instructions concerning such matters as correspondence, time and leave regulations, and filing and purging of information within the work unit; this position must exercise judgment in determining which guideline applies to a given situation
• Knowledge of the goals and objectives of the work unit and an understanding of the structure and functions of the organization (must have knowledge of staff assignments/commitments, and the functions of other internal and external organizational segments whose work impacts on the unit or with which work must be interfaced
• Excellent computer skills; proficient in Microsoft Office Products (Word, Excel, Outlook, Publisher); experience in use of databases
• Ability to practice effective communication techniques, oral and written
• Ability to establish and maintain effective interpersonal and working relationships with internal and external Customers
• Ability to analyze and interpret policy and procedural guidelines and to resolve problems and questions, independently
• Ability to complete non-routine activities and tasks that require deviation from established procedures which includes the ability to choose the appropriate course of action and recognize the existence of and differences among situations
• Ability to plan and carry out the day-to-day work of the office based on priorities established by the supervisor and knowledge of the program
• Ability to use initiative and judgment in resolving problems not covered by established priorities or prior experience
• Ability to recognize sensitive or unusual situations that should be referred to another more appropriate staff member or to the supervisor Ability to manage and uphold integrity and confidentiality of sensitive data

Education/Experience Required: High School graduate or equivalent and three (3) years of administrative support experience. Extensive knowledge and proficiency of Microsoft Office products (Word, Excel, Outlook, PowerPoint, etc.). 

Education/Experience Preferred: Associate Degree in Business or Office Administration field and two (2) years of administrative support experience in a human service/healthcare setting that includes extensive experience in Microsoft Office Products (Word, Excel, Outlook, PowerPoint, etc.). 

Licensure/Certification Requirements: N/A