Hybrid Executive Assistant / Office Manager en Mental Health Association

Description

Job Objectives:

Provide executive assistance and support to the Executive Director, Associate Executive Director, Board of Directors, Agency Directors, and overall agency. Responsible for day-to-day operations and maintenance of MHA’s offices/sites in Middletown, New Windsor, Newburgh, Goshen, and Port Jervis. 

Perform duties while actively promoting an environment consistent with MHA’s Cultural Equity Policy and WELCOME Orange.

Responsibilities:

Duties include, but are not limited to:

· Organize and prioritize mail for the Executive Director.

· Screen Executive Director’s phone calls.

· Liaison between the Executive Director, MHA staff and other agencies.

· Schedule appointments and meetings.

· Type required correspondences.

· Type memos and revise agency forms per Executive Director’s request.

· Compose and type thank you letters for special donations.

· Support the Board of Directors.

· Attend bi-monthly Board meetings.

· Prepare and distribute Board Agenda, Financials, Corporate Compliance Report, and Executive Director Report prior to the Board Meeting.

· Purchase refreshments, set-up and clean up for meetings.

· Type all correspondence pertaining to the Board.

· Record and type all Board Minutes.

· Remind the Board of Directors of bi-monthly Board Meetings and events via e-mail.

· Follow-up with phone calls to confirm attendance of Board Members to ensure there is a quorum.

· Provide Orientation to new Board Members.

· Responsible for day-to-day operations and maintenance of MHA offices/sites.

· Coordinate building maintenance issues with landlord’s building maintenance coordinator/designee.

· Maintains agency office inventory.

· Collaboratively with MHA’s IT Company, serve as a liaison for all staff IT matters.

· Interface with the following companies to address/troubleshoot issues: Frontier Communications, Spectrum, Verizon, SEM Security, Peak Generator, Fredericks Fuel Company, and MHA Cleaning Services, to name a few.

· Program Security FOBs and maintain records. Track FOBS for new and separating employees.

· Responsible for overseeing office keys and availability for all offices.

· Responsible for tracking employees’ computer username and password.

· Responsible for tracking and maintaining grant and other confidential passwords.

· Support front office phone coverage, clerical tasks, supplies, mail, etc. when necessary.

· Design business cards, brochures, invitations, certificates, and flyers.

· Update mailing lists on Microsoft Access.

· Supervise Administrative Assistant. Organizes and monitors work processes.

· Assist Administrative Assistant with the proper and timely maintenance of agency’s car fleet.

· Schedule and attend monthly agency staff meetings and take minutes.

· Distribute and keep track of agency iPhones and iPads. Track for new and separating employees.

· Serve as NYS Office of Mental Health Center for Information Technology SMS Security Manager. Grant and/or remove access to OMH NIMRS (NYS Incident Management and Reporting System), NYESS Case Management, NYESS Report, Patient Characteristic Survey, Psyckes, Medicaid Groups, and CAIRS.

· Schedule Strategic Planning Committee Meetings, type the strategic plan annually, and update it semi-annually.

· Notarize documents as needed.

· Support MHA Directors as needed.

· Assist MHA Directors and supervisors with any confidential documentation as needed.

· Update Board Stationery.

· Provide New Employee Orientation regarding the Administrative functions of the agency.

· Ensure uninterrupted coverage of MHA’s main office phones and answer MHA’s main office phones as needed.

· Ensure MHA’s premises are maintained, clean and organized.

ANNUAL MEETING & RECOGNITION OF VOLUNTEERS AND COMMUNITY SERVICE

· Type and disseminate paperwork necessary for nomination of volunteer award recipients and program information for the journal.

· Secure venue and help set up at the meeting location, as necessary.

· Research, identify and contract with a caterer.

· Develop and distribute press releases.

· Mail invitations and record RSVPs.

· Type and mail volunteer award recipients’ notification letter.

· Request legislative certificates.

· Design and prepare MHA certificates for all award recipients.

· Gather, organize, and update information for the journal.

· Ensure 5, 10, 15, 20, 25 and 30+ years of service for staff and board members are recognized.

· Purchase milestone gifts (plaques, MHA Bell, leather portfolio) and ensure they are engraved.

· Place a legal ad in the newspaper three times prior to the meeting and post on website. 

JEANNE E. JONAS PROFESSIONAL DEVELOPMENT SYMPOSIUM AND FRANK W. MASTERSON BANQUET

· Serve as active member of event’s planning committee.

· Research, identify and contract with venue/caterer.

· Responsible for press release and post press release.

· Record RSVPs and payment.

· Gather, organize, update and type program.

· Request legislative certificates.

· Work at the registration table on the day of the event.

MEMBERSHIP DRIVE

· Mail Membership Drive brochure and envelopes.

· Responsible for Press Release.

· Type thank you letters. 

Other Duties:

· Participate in MHA’s committees as needed.

· Duties outlined above are intended to describe the essential job functions, the general supplemental functions, and the essential requirements for the performance of this job. It is not an exhaustive list of all duties, responsibilities and requirements of a person so classified. Other functions may be assigned, and management retains the right to add or change the duties at any time.

Terms of Employment/Benefits:

· Exempt.

· Forty (40) hours per week.

· Paid holidays, PTO, and sick leave according to MHA policy.

Requirements

Qualifications:

· Bachelor’s degree in related field with two (2) years’ experience in office administration OR Associates Degree in related field with four (4) years’ experience in office administration.

· Required to obtain Notary Public License for the State of New York within 6 months of employment.

· Supervisory experience preferred.

· Excellent written and oral communication skills.

· Must be highly professional, organized, self-motivated and have the ability to coordinate multiple tasks simultaneously.

· Excellent attention to detail, follow up, interpersonal as well as tact and diplomacy skills. 

· High degree of proficiency with MS Office suite (Word, Excel, Access, Publisher, PowerPoint, and Outlook). 

· Ability to work under strict confidentiality. 

· Ability to exercise sound judgment under challenging situations and to abide by regulations regarding confidentiality.

· Valid Driver’s License and ability to drive with current driving record acceptable for agency insurance coverage.

· Ability to work independently with limited supervision.

· Experience of working with Senior Management and Board of Directors preferred.

· Experience with facility management preferred.

· Bilingual preferred.