Executive Administrative Assistant

Location: MDH Howard County Health Department, 8930 Stanford Blvd, Columbia, MD 21045

About the role

The Administrative Aide for the Bureau of Behavioral Health is responsible for all administrative support and office management functions for the bureau and supports the Director of Behavioral Health. This position provides client/guest support and referral services, office operations support, and invoice and contracts support as needed. This position also provides administrative assistance to the Howard County Local Behavioral Health Authority Board (HCLBHA). Evenings and weekends may be required for special events and emergencies. Eligible for hybrid telework schedule.

Responsibilities

• Correspondence/Written Communication (40%)
  • Types correspondence, memoranda, reports, presentations, and other documents as assigned
  • Maintains confidentiality of staff and clients
  • Creates routine and complex correspondence and memoranda for internal and external communications
  • Maintains proficiency in word processing, spreadsheet, publication, and presentation programs (e.g., MS Word, Excel, Access, Publisher, PowerPoint)
  • Prepares reports by assembling, compiling, and summarizing data into a concise format
  • Prepares agendas and minutes for meetings, including HCLBHA Board, All Staff, Behavioral Health Provider, and Performance Improvement Committee (PIC) meetings, and disseminates information within designated timeframes
  • Interprets administrative decisions and policies to staff and transmits instructions with the authority of the Bureau Director
  • Prepares and updates materials for meetings, including orientation manuals, member rosters, sub-committee lists, attendance lists, meeting schedules, and correspondence with board members and the County Executive’s office
  • Creates and sends the Bureau’s newsletter 2-4 times a month to staff, stakeholders, providers, and board members
  • Suggests updates and enhancements to the Bureau’s website, social media, and promotional materials, coordinating with Communications after approval from the Bureau Director
  • Distributes incoming mail, faxes, and photocopies
  • Researches materials to be used in reports
• Telephone/Personal Communication (20%)
  • Receives visitors, answers calls, and transfers calls to appropriate staff
  • Provides information to visitors and callers
  • Researches information and responds to visitors and callers in a timely fashion
  • Communicates with internal and external colleagues in a polite and professional manner
• Scheduling (20%)
  • Schedules meetings for the Bureau Director
  • Schedules conference rooms for the Bureau Director and staff
  • Schedules events for the Bureau staff
  • Maintains a calendar system for Bureau Supervisors and staff
  • Schedules, hosts, and organizes meetings
• Recordkeeping, Contract, and Invoice Support (15%)
  • Establishes and maintains filing systems for programmatic documents
  • Submits and tracks invoice payments, orders, EECs, and trainings as needed
  • Reconciles submission spreadsheets with email submissions
  • Investigates invoice discrepancies and prepares paperwork for payment
  • Types and processes EEC, PDQ, DPC, and other forms for Bureau staff
  • Maintains statistical records, including satisfaction surveys for staff and stakeholders
  • Maintains Bureau staff lists, including organizational charts, staff schedules, office locations, phone extensions, hallway signs, and emergency telephone call-down trees
• Other Duties (5%)
  • Refers clients to other HCHD programs as needed
  • Participates in drills, exercises, and emergency responses
  • Keeps abreast of policies and procedures within the program, bureau, and department
  • Completes all required trainings
  • Participates in quality improvement efforts
  • Accepts responsibility for special projects as assigned
  • Coordinates emergency preparedness and response for the Bureau (e.g., checks AED machine daily, acts as floor captain during evacuations)
  • Participates in emergency preparedness drills or actual events
  • Participates in seasonal flu clinics

Requirements

Education: Graduation from an accredited high school or possession of a high school equivalency certificate.

Experience: Four years performing secretarial work or clerical work involving typing duties.

• Additional secretarial or clerical experience may be substituted on a year-for-year basis for the required education.
• Thirty credit hours with a major in secretarial science or office technology from an accredited college may be substituted for up to two years of the required experience.
• Candidates may substitute U.S. Armed Forces military service experience as a non-commissioned officer in Administration classifications or Administrative, Clerical, or Office Services specialty codes in the Administrative Support field of work on a year-for-year basis for the required experience.

Qualifications

The desired candidate should possess the following:

• Experience with Office 365 products and SharePoint
• Experience operating a multi-line telephone system
• Experience providing administrative support, including drafting correspondence, performing data entry, and preparing agendas and meeting minutes
• Experience scheduling meetings, appointments, and maintaining calendars

Special Requirements

Demonstrated ability to accurately type on a keyboard at a minimum of forty words per minute may be required, depending on the specific requirements of the position.