Administrative Assistant; Mental Health Services

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The Administrative Assistant performs administrative and managerial support duties for the SPOT Program. The Administrative Assistant will screen all incoming communications, prioritize appropriately and follow up with the Program Director as necessary. The Administrative assistant will also plan and coordinate meetings and maintain the calendar of the supervisor as directed.

• Prepare word-processing documents and spreadsheet reports and information. Transcribe documents from recorded dictation. Maintain databases.
• Set up and maintain files, copy documents, and oversee record-keeping efforts.
• Compose, edit, and distribute correspondence, memos, documents, and forms.
• Attend meetings and prepare and distribute minutes.
• Greet and direct visitors.
• Maintain the calendar of supervisor and/or others, as directed.
• Process documents and transactions specific to the department; track and report on expenses and other statistics.
• Participate on Administrative committee and work groups, as needed.
• Provide support to other areas, as requested.
• Serves as a resource for persons served, families, and outside agencies requesting information.
• Perform other related duties, as required.

• Coordinate the flow and distribution of work: screening all incoming communications and independently prioritize; refer work to others, or self-respond as appropriate; document, inform, and follow-up with supervisor on work in progress.
• Prepare word-processing documents and spreadsheet reports and information. Transcribe documents from recorded dictation. Maintain databases.
• Set up and maintain files, copy documents, and oversee record-keeping efforts.
• Compose, edit, and distribute correspondence, memos, documents, and forms.
• Attend meetings and prepare and distribute minutes.
• Greet and direct visitors.
• Maintain the calendar of supervisor and/or others, as directed.
• Plan and coordinate meetings, including scheduling among participants, preparing agendas, obtaining equipment and materials, arranging for meals, travel, and lodging, when required.
• Process documents and transactions specific to the department; track and report on expenses and other statistics.
• Participate on Administrative committee and work groups, as needed.
• Provide support to other areas, as requested.
• Serves as a resource for persons served, families, and outside agencies requesting information.
• Perform other related duties, as required.

• Ability to type at a minimum of 60 wpm
• Knowledge of business communication formats (correspondence, memos, minutes, reports, financials, etc.)
• Knowledge of business etiquette and practices
• Knowledge of grammar and punctuation
• Ability to compose routine correspondence
• General knowledge of personal computer applications and equipment
• Knowledge of Microsoft Office
• Knowledge of recordkeeping systems
• Organization and quantitative skills
• Ability to communicate in a positive, courteous, and professional manner
• Ability to exercise judgment & discretion in dealing with individuals and confidential matters
• Knowledge of Vinfen’s mission, organization, and services

Why Vinfen? We are committed to you! We offer great training, great benefits, career growth and job security!

• A fully funded, employer-sponsored retirement plan that requires no employee contribution as well as an employee-funded 403(b) plan
• First-rate Medical, Dental and Vision plans that are open all employees scheduled to work 30 hours per week or more. Plus, we offer a generous employer contribution toward the cost of medical insurance!
• Employer-paid Life, Accidental Death & Dismemberment and Long-Term Disability Insurance (no cost to you!)
• Employer-paid Short-Term Disability Insurance along with the option to purchase additional, voluntary, Short-Term disability insurance
• Flexible Spending Reimbursement Accounts (Health and Dependent care)
• Voluntary Term, Whole Life, Accident and Critical Care Insurance
• Generous paid time off (Employees scheduled to work 20 hours or more per week):
  • 15 days of Vacation…