Administrative Assistant - HHS - Managed Care Solutions

Montgomery County Pennsylvania; Norristown (Montgomery County); On-site; USD 42,000 - 56,000; Full time

Job summary

Montgomery County Pennsylvania seeks an Administrative Assistant/Office Manager to provide on-site administrative and clerical support for the HHS Offices overseeing Behavioral Health systems. Responsibilities include data library maintenance, supervising office staff, scheduling, onboarding new hires, travel and expense processing, and interaction with county/state officials.

The role requires a High School Diploma (business curriculum preferred) with data entry or typing experience, plus

Qualifications

• High School Diploma with data entry or typing course required.
• Alternatively, High School Diploma with 3 years of technical clerical office work or related experience.
• Proven supervisory experience preferred (2+ years).
• Experience with electronic consumer record management preferred.
• Proficient in modern office equipment and Microsoft Office suite (Outlook, Teams, SharePoint, OneDrive, Dynamics 365, Adobe, DocuSign).

Responsibilities

• Provides on-site administrative and clerical support for the three offices.
• Maintains a data library of all electronic files—policies & procedures, forms, resource documents, reports and minutes.
• Manages office support team and receptionist in maintaining efficient practices to support unit needs, including scheduling responsibilities and coverage planning for the three offices.
• Maintains schedules related to a variety of activities, schedules meetings and coordinates with other parties as needed.
• Assists in coordinating each office’s Advisory/Board meetings, types minutes and disseminates appropriate follow up to the respective office, as well as general Advisory/Board communication and coordination.
• Serve as timekeeper for the three offices.
• Oversees all travel requests- overnight and expense reimbursement all staff up to Deputy levels.
• Works directly with HHS HR to assist Supervisors through the hiring process.
• Contributes to a positive office environment by conducting self in a businesslike, confidential manner.
• Assists committees and staff in organizing special events with communication and coordination on an as needed basis.
• Overall maintenance of office space, including ordering supplies, suite based electronics, etc.
• Respond to office concerns (in-person, phone, email, text).
• Assists in preparation for internal, state and federal regulative requirements including bulletins, compliance audits and inspections.
• Other duties as assigned including completion of ad-hoc tasks and special assignments.

Skills

Office management

Supervisory experience

Data entry

Typing

Microsoft Office

Outlook

Teams

SharePoint

OneDrive

Dynamics 365

Adobe

DocuSign

Communication

Problem solving

Team collaboration

Education

High School Diploma

High School diploma with business curriculum

Data entry / typing course

Tools

Microsoft Outlook

Microsoft Teams

SharePoint

OneDrive

Dynamics 365

Adobe

DocuSign

Job description

The Administrative Assistant/Office Manager provides administrative and clerical support to the HHS Offices which oversee the Behavioral Health system, including Administrators of the Office of Drug and Alcohol, Office of Managed Care Solutions and Office of Mental Health/Developmental Disabilities/Early intervention and respective Deputy Administrators. This role assumes a wide variety of responsibilities to ensure effective and efficient BH suite operations. Duties include: administrative tasks, overseeing BH suite office operations, supervising office support employees and receptionist, provide support in the hiring process, overall maintenance of office suite, prepare specific onboarding activities for all new hires, file management (both paper and electronic files), contribute to a positive work environment, and has the capacity to handle high-level confidential information related to this administrative support.

This position is not eligible for remote work.

• Provides on-site administrative and clerical support for the three offices.
• Maintains a data library of all electronic files—policies & procedures, forms, resource documents, reports and minutes.
• Manages office support team and receptionist in maintaining efficient and effective practices to support unit needs, including scheduling responsibilities and coverage planning for the three office as well as supporting the coverage of the HHS Community Engagement Suite.
• Maintains schedules related to a variety of activities, schedules meetings and coordinates with other parties as needed.
• Assists in coordinating each office’s Advisory/Board meetings, type minutes and disseminates appropriate follow up to the respective office, as well as general Advisory/Board communication and coordination. May include hours outside of typical business day
• Serve as timekeeper for the three offices
• Oversees all travel requests- overnight and expense reimbursement all staff up to Deputy levels
• Works directly with HHS HR to assist Supervisors through the hiring process.
• Contributes to a positive office environment by conducting self in a businesslike, confidential manner, positively representing the HHS Department with all staff and in any and all public interactions.
• Assists committees and staff in organizing special events with communication and coordination on an as needed basis.
• Overall maintenance of office space, including ordering supplies, suite based electronics, etc. Respond to office concerns (in-person, phone, email, text
• Assists in preparation for internal, state and federal regulative requirements including bulletins, compliance audits and inspections.
• Other duties as assigned including completion of ad-hoc tasks and special assignments.

SPECIALIZED DUTIES AND RESPONSIBILITIES.

• Elevate concerns or issues to next level of supervision
• Keep current on operating procedure and practices through training and meeting as required by Supervisor and HHS
• Meet production and quality standards while following approved policies and procedures.
• High School Diploma and completion of a High School business curriculum which included at least one data entry or typing course; or High School Diploma and 3 years’ technical level clerical office work or 3 years’ experience as an Office Support Person; or any combination of experience or general office coursework and computer skills.
• Previous supervisory experience, 2 years or more preferred.
• Previous electronic consumer record management experience preferred.
• Proficient in technical operation of modern office equipment, including computer and related software: Microsoft Office products including Outlook, TEAMs, SharePoint, OneDrive, Dynamics 365, Adobe, DocuSign
• Advanced proficiency in business English, grammatical and vocabulary skills, and ability to apply these in office practice.
• Professional telephone demeanor and accurate information gathering skills in communicating with County and State officials, professionals and general public.
• Ability to interface effectively and professionally, verbally and in writing, and to make decisions based upon information obtained.
• Ability to exercise independent judgment in response to community, staff, or professional requests for assistance or service, including advanced problem-solving skills.
• Ability to work in a fast paced team environment and to prioritize workload to meet emerging demands.
• Strong organizational skills
• Possess excellent people skills; demonstrated ability to provide empathetic and compassionate responses to people in need.

PREFERRED SKILLS

• Comprehensive understanding of the social service infrastructure, including human service organizations and other resources.
• Proficient in using multiple computer applications simultaneously.The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Ability to sit, stand and walk for moderate periods of time. Ability to work in all weather conditions. Occasionally may be required to do Medium Level and/or Heavy Level physical work that would include reaching, walking, pushing, pulling and lifting.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential function. The noise level in the work environment is usually moderate.