Administrative Assistant / Executive Assistant (Beaufort - Coastal Empire)

State of South Carolina; South Carolina; On-site; USD 42,000 - 65,000; Full time

Benefits offered by this job

Health, dental, vision, long-term/dis.

Life insurance

15 days annual leave

15 days sick leave

13 paid holidays

Paid Parental Leave

S.C. Deferred Compensation Program

State Retirement Plans: SCRS / ORP

Job summary

The Office of Mental Health at the SC Department of Behavioral Health and Developmental Disabilities seeks an Executive Assistant to provide advanced administrative support to the Executive Director and leadership team. You will manage schedules, prepare agendas, record minutes, and help coordinate board activities in Beaufort, SC.

You will assist with policy postings, CARF alignment, and special projects while maintaining office operations and compliant documentation.

Qualifications

• High school diploma and 2 years of clerical experience; or associate degree in secretarial science or related field; or 3 years of clerical experience.
• Bilingual abilities in English and Spanish are a plus.
• MAPS certification must be completed after hire.
• Knowledge of office management policies, practices and procedures.
• Working knowledge of standard office equipment and machines.

Responsibilities

• Provide advanced administrative support to the Executive Director and Leadership Team.
• Assist in scheduling management meetings; create agendas/itineraries and record minutes for executive level meetings.
• Answer and route calls for administration offices; maintain the administration workroom; order supplies.
• Maintain reports and dashboards for performance analysis and files per BHDD policies.
• Attend board meetings and support the Board, including recording, transcription, and distribution of minutes.

Skills

Bilingual English and Spanish

Education

High school diploma

Associate degree in secretarial science or related field

3 years of clerical experience

Job description

Are you passionate about making a real difference in people's lives? Join our team at the Office of Mental Health where we are dedicated to providing compassionate and accessible care to our community. We are seeking anExecutive Assistant who is motivated to help individuals and families navigate life's challenges and achieve long-term wellness. If you want to use your skills to build a healthier, more resilient community, we encourage you to apply.

This position is located at the SC Department of Behavioral Health and Developmental Disabilities (DBHDD) - Office of Mental Health (OMH), Coastal Empire Mental Health Center (CEMHC), Beaufort Clinic, 1050 Ribaut Rd, Beaufort, SC 29902

Under the general supervision of the Executive Director of CECMHC, performs advanced administrative tasks to support the Executive Director, and as needed by other members of the Executive Management Team/Administration or agency senior leadership.

• Business Office & Other Functions: Provide advanced administrative support to the Executive Director and members of the Leadership Team. Assists in the scheduling of management meetings and functions; creates agendas/itineraries and records minutes for all executive level meetings and others as requested. Answers and routes all calls for administration offices; maintains administration workroom; maintains and orders supplies for administration team; opens and logs all mail payments; point of contact for scheduling of Board Room. Maintains reports and dashboards for performance analysis, spreadsheets, and files for reference per BHDD policies and procedures, and CECMHC guidelines. Assists with other Administrative Staff needs as related to operations of the Center upon request of CECMHC E. D. and/or members of the Leadership Team.
• Support to Executive Management: Provide technical support for Executive Director, Chief of Clinical Operations, Chief of Psychiatric Services, Administrator, QAC, HR and Administrative Coordinator, based upon priority guidelines set by the Executive Director. Assists with process of annual review and posting of CECMHC/BHDD policies in preparation for CARF. Records meeting minutes for Executive Leadership and other Committees and maintains standardized documentation in agreed upon format and destination for the team’s access and ensures distribution. Maintain schedule of Committee Meetings and Members; ensures scheduling of Committee Meetings, documentation of minutes for all committee meetings and proper storage within guidelines and adherence to agency and CARF standards. Assistance with any special projects assigned in support of the agency’s mission and operations.
• Board Meetings: Attend board meetings and provides support for the Board including the recording, transcription and distribution of minutes. Attends departmental level meetings as necessary and as assigned by the Executive Director.
• Scheduling: Assist the Executive Director with schedules and follows deadlines with concerned parties. Coordinates special meetings of the staff and/or board.
• Liaison: Provide liaison between superiors, community stakeholders, and others as needed.
• Corporate Compliance: Is conversant with and complies with all Corporate Compliance requirements.
• Any other duties as assigned by Executive Director, Assistant Director or members of agency leadership or leadership of BHDD.

• High school diploma and 2 years of clerical experience; or associate degree in secretarial science or other related field; or 3 years of clerical experience.

• Bilingual abilities in English and Spanish (or another language) are a plus.

Post hire, employees must:

• Be able to complete Managing Agitation in the Psychiatric Setting (MAPS) certification
• Have knowledge of office management policies, practices and procedures
• Have working knowledge of the care and operation of standard office equipment & machines
• Be able to work independently and maintain filing systems collect, compile and assemble information
• Be able to maintain effective working relationships with staff and the public

The Department of Behavioral Health and Developmental Disabilities is committed to providing equal employment opportunities to all applicants and does not discriminate on the basis of race, color, religion, sex (including pregnancy, childbirth, or related medical conditions including, but not limited, to lactation), national origin, age (40 or older), disability or genetic information.

Supplemental questions are considered part of your official application. Any misrepresentation will result in your disqualification from employment. Please complete the state application to include all current and previous work history and education. A resume will not be accepted nor reviewed to determine if an applicant has met the qualifications for the position.

The Department of Behavioral Health and Developmental Disabilities offers an exceptional benefits package for full time (FTE) employees:

• Health, dental, vision, long-term disability, and life insurance for employees, spouse, and children.
• 15 days annual (vacation) leave per year
• 15 days sick leave per year
• 13 paid holidays
• Paid Parental Leave
• S.C. Deferred Compensation Program available(S.C. Deferred Compensation)
• Retirement benefit choices*
  • State Retirement Plan(SCRS)
  • State Optional Retirement Program(State ORP)

*Enrollment in one of the listed plans is required for all FTE employees; please refer to the contribution section of hyperlinked retirement sites for the current contribution rate of gross pay.