Administrative Assistant I

Primary Duties

• Prepares a wide variety of routine correspondence, forms, reports and similar items using word processing, spreadsheet, and data entry software.
• Maintains and updates division or department personnel or other files as required by licensing and applicable state and federal laws.
• Creates and maintains databases for program outcome monitoring.
• Copies, sorts, faxes, collates and retrieves documents.
• Maintains calendar and monitors location of staff.
• Acts as receptionist, greeting visitors and notifying staff of their arrival; assists staff with appointment scheduling; records call volume and produces reports.
• Plans, organizes and coordinates meetings and training sessions; coordinates location; and refreshments; secures necessary media equipment; distributes meeting announcements; prepares and distributes meeting material; takes meeting minutes; ensures room is vacated and tidy after meeting or event.
• Assists in monitoring program expenses; monitors supplies and re-orders supplies, forms, books and other items; maintains petty cash.
• Sorts and distributes mail; prepares outgoing mail including internal office mail, external office mail, overnight services, delivery services and registered mail.
• Responds to telephone calls for supervisor in a timely, friendly manner and assist callers as able; checks and responds to e-mails.
• Attends routinely scheduled meetings as requested or required for the division, department or Agency.

Position Requirements

• Demonstrate a working knowledge of business English, spelling, punctuation, and general office practices and procedures.
• Support the values and mission of Didi Hirsch as related to employment.
• Know and comply with Didi Hirsch division and Agency policies and procedures, HIPAA, DMH policies and documentation guidelines, and other state, federal regulations relating to division or department activities.
• Demonstrate current knowledge of all job specific skills to include strong working knowledge of computer systems and software as they apply to program or department activity.
• Possess basic math skills sufficient to monitor program petty cash and related functions.
• Present ideas, information, and viewpoints clearly, both verbally and in writing.
• Efficiently use the personal computer for word processing, spreadsheets, database maintenance and other related software programs.
• Utilize analysis, experience, and judgment to make decisions within policies and procedures.
• Demonstrate commitment to team objectives and Didi Hirsch philosophies.
• Adapt to changing needs by acquiring new skills and knowledge.

A future where everyone has equitable access to care and is empowered to achieve optimal mental health and well-being.

Didi Hirsch provides compassionate mental health, substance use, and suicide prevention services to individuals and families, especially in communities where discrimination and injustice limit access.

Excellence: We are constantly innovating, learning from the communities we serve, and applying the latest research to advance best practices. We uphold the highest ethical standards to ensure we are providing compassionate and excellent care.

Diversity & Inclusion: We value diversity of background, experience, and ideas. We celebrate differences and prioritize creating a sense of belonging.

Equity: We are dedicated to promoting health equity in our communities, and we work to dismantle disparities and discrimination within both systems of care and society.

Well Being: We are devoted to the well-being of our staff, volunteers, and communities, and believe healthy teams lead to healthy clients.

Advocacy: We advocate across all levels of government and use our voice to reduce barriers to care with the goal of access to high quality, integrated healthcare for all.

Community Engagement: We build partnerships in the community and across sectors to create a more inclusive and responsive mental health ecosystem and enhance greater accessibility to care and support.

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