Columbia County Community Healthcare Consortium, Inc.

Position Description

Position Title:Administrative Assistant

Job Class:General Administrative

Program: Administration

Reporting Location: 325 Columbia Street, Suite 200, Hudson, NY 12534

Reports to: Executive Director

FLSA Job Classification: Non- Exempt

Position Summary:

The Administrative Assistant provides administrative support to the Executive Director, Board of Directors and Program Staff. Duties include basic clerical and customer service functions, high-level administrative support to the Executive Director and Board, general office management, Human Resources, marketing andcommunications.The Administrative Assistant is also responsible for training, scheduling and supervising the Building Receptionist.

Primary Functions:

  1. Clerical and Customer Service Functions
  • Prepares, reviews and edits outgoing correspondence
  • Arranges conference calls
  • Schedules appointments and travel
  • Organizes and maintains paper and electronic files
  • Creates and modifiesforms as needed
  • Prepares and distributes staff meeting minutes
  • Supportsprogram staff in assigned project-based work, including copying, faxing, mailing, filing
  • Welcomes clients, vendors and visitors
  • Responds to inquiries
  • Personally staffsthe reception areaswhen needed, including answering phones and directing all calls
  1. Administrative support to the Executive Director and Board
  • Prepares correspondence
  • Schedulesand coordinates Board, Committee and other meetings, including arranging for meeting space, refreshments, audio visual needs, conference call lines, etc.
  • Preparesand distributes Board, Committee and other meeting agendas, minutes and materials
  • Attendsall Board and Executive Committee meetings, and other meetings as requested
  • Prepares and formats reports, presentations, and other documents as necessary
  • Organizes special events such as the annual meeting and board/staff retreats
  1. General Office Management
  • Solicits bids, negotiates contracts, and communicates with vendors
  • Serves as the liaison between agency staff and IT, copier and other vendors
  • Works with the Program Assistant to maintain inventory of office supplies and equipment
  • Ensures regular maintenance and repairs of office equipment, etc.
  • Maintains the security of the office (locks, fobs, employee IDs, parking tags, etc)
  • Prepares OSHA Form 300 and posts OSHA Form 300A
  • Maintains all corporate and organizational records
  • Updates agency phone directory and voicemails as needed
  1. Human Resources
  • Prepares, posts and places position announcements
  • Receives and reviews application packets from job applicants
  • Participates in interviews as requested
  • Performs new Employee Orientation and prepares related documentation
  • Maintains all personnel records in compliance with applicable laws and policies
  • Performs Exit Interview and prepares related documentation.
  • Assists with the preparation of personnel policies
  • Provides for appropriate, periodic and timely staff training
  • Assists with the annual and periodic performance evaluation process
  • Coordinates the administration of employee benefit programs such as medical coverage, dental insurance, life insurance, and other benefits
  • Consults with and advises employees on eligibility provisions, and other matters related to benefits
  • Investigates insurance options
  • Assists in the preparation of employee benefits booklets and other employee benefit communications
  • Maintains benefits records and documents
  • Provides guidance and assistance to managers on HR related issues
  • Completes annual required disclosures pertaining to Medicare eligible employees and any other disclosures as the needs arise
  • Completes a monthly Medicaid Exclusion check for all Board members and select staff
  1. Marketing and Communications
  • Creates, posts and places advertisements
  • Coordinates the submission of the monthly newspaper column
  • Coordinates the identification and recording of earned media
  • Maintains and updatesagency website, including Board and staff resource pages
  1. Supervisory Duties
  • Supervises the Building Receptionist and substitute receptionists
  • Acts as liaison between receptionist and program team for special projects
  • Ensures coverage of reception areas
  • May supervise volunteers and other support personnel
  • Conducts thoughtful and timely performance evaluations
  • Contributes to the professional growth and development of supervised staff by actively building their knowledge and skills
  • Employs progressive discipline when necessary

Expectations of All Staff:

  1. Adheres to the mission and values of the organization.
  2. Adheres to the policies and procedures of the organization.
  3. Treats all clients with dignity and respect.
  4. Maintains the confidentiality of clients and staff.
  5. Maintains the safety of the workplace.
  6. Follows directives.
  7. Makes prudent use of resources.
  8. Displays a cooperative attitude as a member of both a program team and the agency overall.
  9. Is punctual and dependable.
  10. Is flexible and accommodating.

MINIMUM POSITION REQUIREMENTS AND WORKING CONDITIONS

REQUIRED EDUCATION, EXPERIENCE AND SKILLS:

AAS degree; ability to deal effectively with staff and the general public; knowledge of principles and practices of basic office management and organization; ability to work well alone or as part of a team. Skills requirements: Must be proficient in Windows Office Suite and web navigation. Good writing, analytical, problem-solving and organizational skills.Preference given to individuals familiar withWordpress, Spanish language speakers, and Notary Publics.

OTHER REQUIREMENTS:

 Check off all qualifications that are required for this position.

* Those qualifications that are preferred may also be indicated putting an asterisk next to them.

PHYSICAL REQUIREMENTS______

Sedentary work--Prolonged periods of sitting and exerts up to 10 lbs force occasionally.

Light work--Exerts up to 20 lbs force occasionally, and /or up to 10 lbs frequently.

Medium work--Exerts up to 50 lbs force occasionally, and/or up to 20 lbs frequently, and/or up to 10 lbs constantly.

Heavy work--Exerts up to 100 lbs force occasionally, and/or 50 lbs frequently, and/or 20 lbs constantly.

Very heavy work--Exerts over 100 lbs force occasionally, and/or over 50 lbs frequently, and/or over 20 lbs constantly.

The minimum requirements of this position require the individual to:

Stand for up to 2 hr(s)/day

Sit for up to 7 hr(s)/day

Walk for up to hr(s)/day

Perform repetitive tasks/motions

Distinguish colors

Hear alarms/telephone/tape recorder/normal speaking voice

Have good manual dexterity

Have good eye-hand-foot coordination

Have clarity of vision: Near (< 20”); Mid (>20” - < 20’); Far (> 20’)

Evaluate the requirements and activity percentage in time for this position based on the following:

1 - Not at all (0%); 2 - Occasionally (1 - 33%); 3 - Frequently (34 - 66%); 4 - Continuously (67 - 100%)

1Climbing

3Bending

2Crouching

2Squatting

1Crawling

2Kneeling

2Balancing

1Pulling with force

3Reaching above head

__3___Reaching above shoulder

2Twisting at waist

2Push/pull (up to 20 lbs)

3 Lift/carry (up to 10 lbs)

3Lift from floor level up

3Lift from waist level up

2Lift above shoulders/head

OTHER REQUIREMENTS______

Ability to work flexible work hours

(some evenings and weekends)

Manages stress appropriately

Makes good decisions under pressure

Manages anger/fear/hostility/

violence of others appropriately

Handles multiple priorities

Manages conflict resolution

Able to work alone/independently

Able to work in areas that are confined and/or crowded

Valid NYS Driver’s License

WORKING CONDITIONS______

Exposure to toxic/caustic/chemicals/detergents

Exposure to extreme conditions, hot/cold

Exposure to dust/fumes/gases

Exposure to moving mechanical parts

Exposure to communicable diseases

Exposure to excessive sunlight

Primarily indoors

Primarily outdoors

Combination of indoors and outdoors (50:50)

CRT (computer) monitor

Operating heavy equipment

OTHER:

______

______

This position description was reviewed and approved as follows:

______

Executive DirectorDate

This position description is effective on September 8, 2014

EMPLOYEE RECEIPT/ACKNOWLEDGEMENT

By signing below, I acknowledge that the description for this position is not designed to cover or contain a comprehensive listing of tasks, activities, duties or responsibilities. Additionally I acknowledge that management reserves the right to revise the position description and to require that other tasks be performed when the circumstances of the job change (for example, emergencies, and changes in personnel, workload or technical development).

Employee Name: ______

Employee Signature: ______

Date:______

I, ______, have received and reviewed the description for the position of Administrative Assistant. I understand the responsibilities of this position.

______

Employee Signature Date