HOPE Community Services, Inc. is hiring: Administrative Assistant in Oklahoma Ci

Come Grow with Us! HOPE Community Services is a Certified Community Behavioral Health Center (CCBHC) that provides comprehensive mental health services to the South Oklahoma City Community! We are currently seeking an organized administrative assistant to join our team and assist individuals in accessing services. 

SUMMARY  

Under direct supervision; works with programs, staff, and community stake holders in report preparation, program contract billing, file maintenance, meeting preparation and minute transcription, scheduling appointments, phone coverage, and other duties as detailed below.   

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned. 

• Adheres to agency policy and procedures, CARF and DMHSAS standards and criteria, federal and state confidentiality rules and regulations and any special funding source requirements. 
• Provides administrative support services to program unit(s) and to team members.  
• Organizes meetings, prepares the meeting venue, and may take and maintain minutes.   
• Maintains an agency wide group listing.   
• Is responsible for working with program contracts to ensure documentation and billing deadlines are met by program staff and enhancing the efficiency of the programs and/or services provided to agency consumers and to agency contract funders.   
• Works with any program and or staff as designated by direct supervisor.  
• May assist in the organization, writing and preparation of federal and state grants.    
• Helps to develop and maintain systems that help programs and staff to be professionally organized and efficient.  
• Provides and promotes a positive environment as the first contact for many of our consumers.  Ensures the environment is clean, supplies are maintained, and the needs of the programs and staff are met.    
• Distributes incoming mail and/or faxes for program unit(s) assigned. 
• Composes and types professional correspondence.  
• Maintains a professional file system for correspondence and other program records.  
• May assist in maintaining data base information and prepare reports for review by Executive Director, Program Director or supervisor.  
• Demonstrates professional and welcoming communication skills for the answering of telephones and provides information to callers or routes the call to the appropriate staff.  
• Maintains schedules for staff in program unit(s) assigned. 
• Greets visitors, ascertains nature of business, and conducts visitors to appropriate person. 
• Is responsible for the organization and assistance in printed materials.  Assists programs and staff with agency equipment and technology.   
• Supports and promotes a service environment for individuals in need of behavioral health and/or co-occurring services that is recovery focused, welcoming, and attentive to the needs of individuals who may have experienced trauma in their lives. 
• Attends annual core competencies training in relationship to individuals with co-occurring disorders or who have experienced trauma in their lives. 
• Provides coverage for other support positions during breaks, lunch or absences as assigned. 
• May assist in performance of routine duties related to other positions within the management information and support services unit, as time allows and/or as assigned. 
• Performs other related routine duties, as assigned. 
• Travel may be required for agency related business; reimbursement will be made according to agency policies and procedures. 

QUALIFICATIONS 

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

EDUCATION and/or EXPERIENCE  

High School or GED, Business Related Training, BA or 2 year related experience; or  

Equivalent combination of education and experience. 

CERTIFICATES, LICENSES, REGISTRATIONS 

May be required to obtain and maintain First Aid and CPR certification. 

EOE Statement 

At HOPE, we are committed to fostering, cultivating and preserving a culture of diversity, equity and inclusion.  Our goal is to be a diverse workforce that is representative, at all job levels, of the community we serve.  We embrace and encourage our employees’ differences in age, color, disability, ethnicity, family or marital status, gender identity or expression, language, national origin, physical and mental ability, political affiliation, race, religion, sexual orientation, socio-economic status, veteran status, and other characteristics that make our employees unique. We are proud to be an equal opportunity workplace and an affirmative action employer.