Administrative Assistant - HHS - Managed Care Solutions

About the role

The Administrative Assistant/Office Manager provides administrative and clerical support to the HHS Offices overseeing the Behavioral Health system, including the Office of Drug and Alcohol, Office of Managed Care Solutions, and Office of Mental Health/Developmental Disabilities/Early Intervention. This role ensures effective and efficient operations of the BH suite through a wide variety of responsibilities, including administrative tasks, office oversight, and support for hiring processes. This position is not eligible for remote work.

Responsibilities

• Provides on-site administrative and clerical support for the three offices.
• Maintains a data library of all electronic files—policies & procedures, forms, resource documents, reports, and minutes.
• Manages the office support team and receptionist, including scheduling responsibilities and coverage planning for the three offices and the HHS Community Engagement Suite.
• Maintains schedules for various activities, coordinates meetings, and liaises with other parties as needed.
• Assists in coordinating each office’s Advisory/Board meetings, types minutes, and disseminates follow-up communications; may require hours outside of typical business day.
• Serves as timekeeper for the three offices.
• Oversees all travel requests, including overnight travel and expense reimbursement for staff up to Deputy levels.
• Works directly with HHS HR to assist supervisors through the hiring process.
• Contributes to a positive office environment by maintaining professionalism, confidentiality, and representing the HHS Department in all interactions.
• Assists committees and staff in organizing special events with communication and coordination as needed.
• Maintains office space, including ordering supplies and managing suite-based electronics.
• Responds to office concerns via in-person, phone, email, or text.
• Assists in preparation for internal, state, and federal regulatory requirements, including bulletins, compliance audits, and inspections.
• Completes ad-hoc tasks and special assignments as required.
• Elevates concerns or issues to the next level of supervision.
• Stays current on operating procedures and practices through training and meetings as required by supervisors and HHS.
• Meets production and quality standards while following approved policies and procedures.

Requirements

• High School Diploma and completion of a High School business curriculum including at least one data entry or typing course; or
• High School Diploma and 3 years’ technical-level clerical office work or 3 years’ experience as an Office Support Person; or
• Any combination of experience, general office coursework, and computer skills.
• Previous supervisory experience (2 years or more preferred).
• Previous electronic consumer record management experience preferred.
• Proficient in the technical operation of modern office equipment, including computers and related software: Microsoft Office products (Outlook, Teams, SharePoint, OneDrive, Dynamics 365), Adobe, DocuSign.
• 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 when communicating with County and State officials, professionals, and the general public.
• Ability to interface effectively and professionally, both verbally and in writing, and to make decisions based on obtained information.
• Ability to exercise independent judgment in response to requests for assistance or service, including advanced problem-solving skills.
• Ability to work in a fast-paced team environment and prioritize workload to meet emerging demands.
• Strong organizational skills.
• Excellent people skills; demonstrated ability to provide empathetic and compassionate responses to people in need.

Preferred Skills

• Comprehensive understanding of the social service infrastructure, including human service organizations and other resources.
• Proficient in using multiple computer applications simultaneously.

Physical Demands

• Ability to sit, stand, and walk for moderate periods of time.
• Ability to work in all weather conditions.
• Occasionally required to perform medium- and/or heavy-level physical work, including reaching, walking, pushing, pulling, and lifting.

Work Environment

• The noise level in the work environment is usually moderate.
• Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.