EXECUTIVE ASSISTANT - CASE MANAGEMENT

Encompass Community Supports (d/b/a formerly Rappahannock-Rapidan Community Services Board); Culpeper (VA); On-site; USD 42,000 - 62,000; Full time

Benefits offered by this job

Medical, dental & vision

13 paid holidays

17 PTO days

VA state pension

Training opportunities

Life Insurance

Health Savings Plan

Flexible Savings Plan

Employee Assistance Program

Job summary

Encompass Community Supports is hiring an Executive Assistant to provide comprehensive administrative support for the Case Management and ID/DD Services divisions. The role operates under general supervision in a busy office environment.

The position requires a high school diploma (or equivalent) and at least 3 years of administrative experience, with strong typing, dictation, and organizational skills. The organization offers PSLF eligibility and NHSC loan repayment assistance, plus a suite of

Qualifications

• High School diploma or equivalent and at least 3 years of administrative support experience.
• Thorough knowledge of standard office practices, procedures, equipment and administrative support techniques.
• Ability to type, take and transcribe dictation with good composition.
• Ability to follow oral and written instructions.

Responsibilities

• Gathers and compiles information for inclusion in reports and agenda packages.
• Types general correspondence, meeting minutes, reports, schedules, manuals and other materials.
• Attends meetings, takes minutes and distributes committee packages.
• Operates standard office equipment and electronic health record systems; handles mail and sensitive information.
• Sets up filing systems and maintains organized records.
• Coordinates special meetings and events; assists with conference registrations.

Skills

Typing dictation

Office admin

Minutes taking

Data entry

Education

High School diploma or equivalent

Tools

EHR system

Job description

Encompass Community Supports, formerly known as Rappahannock Rapidan Community Services (RRCS) is hiring an Executive Assistant. Encompass Community Supports is a Virginia State community services organization that improves the quality of life in Culpeper, Fauquier, Madison, Orange, and Rappahannock Counties by providing comprehensive mental health, substance use, developmental disability, housing, children’s, and aging services. As an organization of almost 400 employees and more than 80 programs, we lead with integrity and excellence and embrace collaboration, accountability, and innovation to respond to the ever-changing needs of our community.

Our non-profit organization qualifies for the Public Service Loan Forgiveness (PSLF) program, allowing eligible employees to potentially receive student loan forgiveness. ECS is also a registered site for the National Health Service Corps (NHSC) Loan Repayment plan.

Our benefits are highly competitive and include:

• Low employee cost Medical, Dental and Vision Insurances
• 13 paid holidays annually
• 17 PTO days
• Enrollment in VA State pension and retirement plan
• Employee training and educational opportunities
• Paid Life Insurance
• Health Savings Plan
• Flexible Savings Plan
• Employee Assistance Program

At Encompass Community Supports, our full-time employees work 37.5 hours weekly.

The Executive Assistant performs a variety of administrative support and clerical tasks in an office environment for the divisions of Case Management and ID/DD Services. Work is performed under general supervision.

ESSENTIAL FUNCTIONS

• Gathers and compiles detailed information for inclusion in special and/or complex reports; prepares reports in accordance with instructions; prepares and disseminates agenda packages.
• Types general correspondence, meeting minutes, memorandum, reports, schedules, manuals, statistical tables, reports, charts, contracts, agreements, and other materials from rough draft, copy, marginal notes, or verbal instructions.
• Attends meetings and takes, transcribes and/or types minutes of meetings, prepares and distributes minutes and committee packages.
• Operates standard office, data entry and word processing equipment, and electronic health record; receives and processes incoming and outgoing mail.Handles confidential data and other sensitive information.
• Sets up filing systems; sorts, indexes and files material alphabetically, numerically, geographically or by other predetermined classification; reviews files for completeness; develops and maintains cross-referenced office files and a variety of other specialized records.
• Coordinates special meetings and forums.
• Assist with preparations for in-services, community events, and conference registrations.
• Keeps an inventory and orders a variety of supplies for department; distributes items.
• Maintains a petty cash account and reconciles monthly.
• Serves as a receptionist; answers telephone and gives information in response to inquiries.

OTHER FUNCTIONS

• Perform related tasks as required.

KNOWLEDGE, SKILLS AND ABILITIES

Thorough knowledge of standard office practices, procedures, equipment and administrative support techniques; thorough knowledge of business English, spelling and arithmetic; thorough knowledge of division and agency programs and policies; ability to type, take and transcribe dictation using good composition skills; ability to make arithmetical calculations; ability to follow oral and written instructions; ability to read and understand detailed and complicated policies, procedures and materials that contain specialized words and phrases; ability to operate a variety of office equipment to produce complex/technical documents; ability to establish and maintain effective working relationships with associates and the general public.

COMPETENCIES

Accountability & Dependability; Attention to Detail; Consideration and Respect for Others; Customer Focus; Learning Capacity; Listening; Planning & Organizing; Quality Orientation; Reliability; Teamwork; Tolerance for Repetitive Tasks.Adaptability and Flexibility; Initiative; Oral Communication; Self-Management/Self Organization; Time Management.

EDUCATION AND EXPERIENCE

• High School diploma or equivalent; and at least 3 years of administrative support experience.

PHYSICAL REQUIREMENTS

• This work requires little physical effort working almost exclusively with lightweight materials (up to 25 pounds); working conditions are good; health hazards are negligible; some mental effort and stress may be involved resulting in inconvenience and frustration.

SPECIAL REQUIREMENTS

• Valid Virginia driver’s license; attends training and maintains certifications as required by the Agency and regulatory guidelines.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential tasks.

Employment with Encompass Community Supports is contingent upon the successful completion of our background check process (criminal, DMV, education, drug screening, reference check, DSS, OIG and SAM).

Encompass Community Supports is an Equal Opportunity Employer