Overview
Executive Assistant Jobs in Boise, ID at RLA Engineering, LLC
Requisition ID:
42087
Work Location:
Human Services – Witchduck Annex
Pay Range:
G.17, $37,269.10 – $57,767.11
Starting Salary:
Minimum of the Pay Range
Work Schedule:
Monday – Friday, 8:00 am – 4:30 pm
Part Time Hours/Wk:
Job Open Date:
5/23/24
Application Deadline:
5/30/24
Job Duties:
The City of Virginia Beach Department of Human Services is seeking to hire a candidate who has secretarial experience in a behavioral health office setting and who is detail-oriented and has exceptional organizational skills for the Administrative Assistant position at the Assertive Community Treatment (ACT) program.
Duties:
Provide administrative support to the entire ACT Team, with intensive support to the Team Leader, Program Coordinator, Nurse manager, and Psychiatrist.
Schedule appointments for psychiatrist and nursing staff; checks clients in and out; uses strong interpersonal skills and sound judgment to manage waiting room area; alerts security and/or activates paging system when necessary to maintain a safe environment.
Provide excellent customer service and assist consumers and guest in the lobby.
Utilize a multi-line phone system to answer incoming ACT calls in a prompt, helpful, and professional manner; appropriately direct calls and assists with ensuring urgent needs; develop knowledge of consumers in order to best meet their needs and route their calls.
Maintain client records and follows established guidelines for: filing and retrieving documents, transferring medical records within the Virginia Beach Community Services Board (VBCSB), thinning/archiving records, replacing records jackets, ensuring current documents are stocked and available for staff utilization, and protecting the confidentiality/security of client records.
Orient new employees to office protocol and procedures.
Assist staff in problem solving issues with office equipment, including computers, software, printers, etc.
Distribute program, courier, and US mail, bulletins, memos, and notices in a timely fashion.
Review expenditures for accuracy and conformance with established guidelines/standards (a high degree of accuracy and attention to detail is required); researches concerns and reports discrepancies to supervisor.
Prepare payment vouchers and processes invoices for payment.
Implement and maintain new tracking mechanisms upon request and prepares daily, weekly, monthly, and quarterly reports for Team Leader on multiple data elements, e.g. pharmacy, monthly breakdown of expenditures by funding type, etc.
Track ACT data using a DBHDS database and submits reports by deadlines.
Assist with maintaining resource information, updating Consumer List, and keeping information current and available to staff in the ACT Admin folder.
Serve as the program’s liaison by partnering with other departments and outside vendors to provide program-related information/reports, keep equipment functional and available, and resolve issues that may ACT program performance, e.g. city vehicles, maintenance, cell phones, vendor tax documentation, etc.
Collaborate with client payees regarding mailing arrangements for transient clients.
This position is also eligible to receive a $2,000 annual stipend to be paid in installments over the 26 pay periods.
Official City Job Description:
https://virginia-beach-departments-docs.s3.amazonaws.com/city/job-descriptions-pay-plans/Administrative-Assistant-00195.pdf
Working Conditions:
https://workingcondition-summary-prod.s3.amazonaws.com/B.007065.1.pdf
Minimum Requirements:
MINIMUMS: High school or GED plus three (3) years of experience in fields providing the required knowledge, skills, and abilities and associated with such positions as clerk typist or office assistant. SPECIAL REQUIREMENTS: All employees may be expected to work hours in excess of their normally scheduled hours in response to short-term department needs and/or City-wide emergencies.
Additional Requirements:
DMV Transcript: Required
CDL: Not Required
DOT History: Not Required
CPS Check: Required
Physical: Not Required
Respirator: Not Required
Polygraph Review: Not Required
Psychological Screening: Not Required
Attachments Required: Resume
Preferences:
Experience with accounts payable
Experience working in a behavioral health setting
Experience with serious mental illness consumers
Experience reconciling financial transactions
Experience with Microsoft office, excel, word
Experience coordinating/scheduling meetings, trainings, and/or appointments
Experience with records management
Experience with data entry and/or database maintenance
Experience managing multiple tasks effectively
Detail-oriented and exceptional organizational skills
Experience completing job duties independently with minimal supervision
Experience working with a team
Special Instructions:
Please complete the application in its entirety and include your resume if required by the posting.
Your responses to any “Supplemental Questions”, if attached to this requisition, must be supported by the information you provide on your application and/or resume; or otherwise demonstrated during the hiring process.
You will not be able to access the details of this job ad once the closing date has passed. If you would like to retain this information, please take a screen shot or print using your browser’s printing capability.
VRS Contribution: All full-time employees are required to contribute 5% of annual salary toward their retirement account; in accordance with VRS retirement provisions. This will be handled through a pre-tax payroll deduction.
Drug Free Workplace: The City of Virginia Beach maintains a drug free workplace.
Title: Executive Assistant
Company: RLA Engineering, LLC
Location: Boise, ID
