Basic Function or Position Summary:
Provide administrative support and tracing to Division Directors. Maintains orderly procedures for all matters pertaining to the Division Director. Coordinates and provides support to advisory board and/or community boards.
Position Responsibilities and Specific Duties:
Assists Division Director to move Division forward through aggressive scheduling and compliance with agency management systems
Responsible for bing fully informed of all services and activities with the Divisions or Service Area
Manages the Division Directors' calendar and prepares for the upcoming meeting and/or events.
Make all travel arrangements related to agency business for the Division.
Handle all daily correspondence
Aligns divisional operations calendar with agency operations calendar
Prepare and distribute information including notices, reports, records, minute, memos, work orders, purchase orders, justifications, and vouchers.
Maintain divisional tracking sheets including, but not limited to:
Monitors tracking sheets for completion and communicates with Director as deadlines approach; reports to Director any and all aberrations
Responsible to assist with Division's hiring process by tracking monitoring coordinating, interviews, communicating with HR, completing and compiling associated hiring paperwork.
Maintain accurate and up to date files; keep binders and tracking sheers current
Handle outgoing and incoming calls and take accurate messages
Coordinate and provide support for divisional meetings including room set-up, reservations, food arrangements taking minutes accuracy
Assists with checking TLO and mileage for accuracy
Attend meetings as designated; take accurate minutes and disseminate
Coordinator and provide support to coalitions, advisory board, and/or community boards associated with the Division Director; attend meetings, take accurate minutes and maintain related records
Responsible for drafting post for social media from website from information provided by division managers/coordinators/staff; posts will be reviewed and approved by Division Director
Serves as Receptionist backup on a limited basis
Promotes agency mission
Job performance incorporates integrated services delivery model while promoting self sufficiency
Participates in the larger frame of the agency though committee structure, planning, policy development, and volunteerism
Maintain strict confidentiality and complies with Code of Ethics
Other duties as designated
Reporting, tracking and filing, scheduling
Committee assignments where needed
Assisting with administrative communications
Facilitate Divisional standards communications systems producers and communications etc.