Community Partners Executive Assistant
- What Success Looks Like In This Job
We are seeking a service-focused, detail oriented candidate to perform a wide variety of administrative tasks for the Community Partners at Adams County Human Services. The successful candidate will perform a variety of routine office and general support duties while multi-tasking, giving attention to detail, and working in a team environment to meet the needs of both internal and external customers. The candidate will function independently, exercising initiative in developing appropriate documents with direction from Management. The Executive Assistant will also be responsible for delivering timely and courteous customer service for participants and departmental staff on an as-needed basis.
The candidate must have excellent oral and written communication skills and must interact well with the public, customers, co-workers, Manager and the Leadership team. This position will be the first point of contact for anyone asking about agencies within the Community Partners area.
- Examples of Duties for Success
- Serves as a receptionist for walk-in clients to the Community Partners space area
- Greets and assists the public in person or telephone providing excellent customer service with a high degree of professionalism as they arrive in the Community Partners area by answering questions, providing information, receiving documents, checking for completion, and referring individuals to the appropriate staff or department by calling partner agencies to come to the front
- Perform a variety of administrative duties including keeping accurate records necessary for the position, verifying information, researching discrepancies and recording information as needed
- Makes outbound calls to provide program information, schedule appointments or orientations and follows up on mailings if needed
- Processes incoming and outgoing mail, makes appointments, takes complaints and delegates them to the appropriate staff and tracks responses, as needed
- Makes referrals to partner agencies based on identified client needs. To make appropriate referrals, the position is required to have a basic understanding of the various programs and services offered out of or through the community partner space/agencies
- Promotes community partner agencies by helping with public information and marketing of services, such as brochures, handouts, displays, bulletin board, and group e-mails and ensures all resource information and applications in the lobby are easily available and fully stocked
- Provides informational tours of the community partner space and when needed, promotional talks to increase awareness of available service
- Tracks and compiles data as relates to the public entering each office
- Assists with facilities operations of the Community Partner space and answers questions from Community Partners about space utilization and operations
- Performs administrative and support duties as needed for Community Partners Staff
- Collects and prepares monthly reports on Community Partner levels of activity for management and maintain data files.
- Perform special work projects and participate on related committees as assigned by Department Director.
- Responsible for correspondences.
- Maintain calendars of events, activities, meetings; may arrange meetings, conferences, functions and locations; coordinate such events with County, public and other necessary parties.
- Assists monthly Community Partner collaborative meetings
- Schedules and assist with the use of three offices used by Community Partners
- Assists with the oversight of the lease agreements with Community Partners and prepares agreements for the Adams County Board of Commissioners for consent calendar
- Shares Policy/Procedures with Community Partners
- Qualifications for Success
- Ability to operate personal computer, including proficiency in Microsoft Office, email, copy machines, and telephone systems and other related equipment
- Ability to effectively interpret and communicate directives and procedures
- Ability to follow oral and written instructions, procedures, and regulations
- Ability to prepare and maintain detailed records and files
- Ability to effectively communicate with providers and the public , both orally and in writing
- Ability to handle participants who may be in a stressful or crisis situation with care and consideration
- Ability to establish, maintain and foster positive and harmonious working relationships with those contacted in the course of work
- More Qualifications for Success
- Experience: Three years of experience with extensive contact with the general public
- Education: High School or GED equivalent
- Background Check: Must pass a criminal background (CBI) check
Must be willing to work within the hours 8:00 a.m. to 4:30 p.m. Monday through Friday.
Bilingual in Spanish preferred
This position is 100% federally funded by the Community Services Block Grant, and is subject to the availability of funding