Office Support 3

POSITION SUMMARY:

This is a professional position that assists the MH/DD Department in managing and coordinating the office workflow.  Position requires excellent organizational and time management skills as well as a working knowledge of meeting summation, correspondence writing, purchasing, event planning, and daily office operations.  This position performs a variety of advanced typing and clerical duties. Position requires some independent judgment.  Position requires a strong customer service ethic, calm demeanor in crisis situations, and an ability to maintain effective working relationships at all levels within and outside of the department.  Position requires the ability to multi-task and operate efficiently.  Does related work as required.

POSITION RESPONSIBILITIES:

Essential Functions

The duties and responsibilities of this position include, but are not necessarily limited to:

• Assists in the scheduling, planning, and organizing of various routine meetings including: CSP, Human Services Block Grant, Human Services Training, Suicide Prevention Task Force, Board Meetings, Finance, HealthChoices, Stepping Up Initiative, Mortality Review Team, and CASSP Meetings.
• Assists in ordering supplies for various meetings listed above as well as for staff through the Oracle system.
• Assists with meeting attendance, summarization, and distribution of minutes for each event.
• Manages electronic record keeping following the MH/DD Record Retention Policy for files found on the Shared G-Drive for MH/DD.
• Coordinates various electronic distribution lists on behalf of staff.
• Ability to track/manage department’s reporting requirements, schedules, and logs.
• Assists with the coordination of travel accommodations on behalf of staff.
• Types various forms of correspondence. 
• Performs the following office functions: photocopying, faxing, addressing envelopes/packages, delivering/picking up paperwork within the building.
• Performs data entry as required.
• Submits timely Firearm Commitment Records in the PA State Police Data System as well as retrieves records for law enforcement requests.
• Serves as liaison between the department and the County Purchasing Department.
• Submits work orders through the Maintenance Connections software.
• Assists with special projects on occasion, such as the department annual report, training and other event RSVPs, etc.
• Acts as receptionist by answering telephones, responding to inquiries and requests, and greeting visitors. 

MINIMUM EDUCATION AND EXPERIENCE:

• High school diploma or G.E.D. certification from a recognized issuing agency.
• Two (2) years of experience in advanced typing and office practices including working with varied computer applications.
• Any equivalent combination of education and experience which provides the required knowledge, skills, and abilities.

MINIMUM KNOWLEDGE, SKILLS AND ABILITIES:

• Ability to perform routine clerical work.
• Ability to type accurately, rapidly, and to compose effective correspondence.
• Demonstrated mastery of the English language, including correct spelling, grammar and punctuation.
• Ability to understand and carry out oral and written directions.
• Ability to communicate effectively both orally and in writing.
• Knowledge of data entry, computer operations, and automated/electronic record keeping.
• Demonstrate proficiency in the use of Microsoft Word, PowerPoint, and Excel.      Experience with ORACLE systems is preferred but not required.
• Knowledge and work experience in office support services including methods, procedures, and office practices.
• Ability to coordinate several tasks simultaneously and consistently meet deadlines.
• Ability to establish and maintain effective working relationships with associates, supervisors, and outside agencies.
• Ability to adhere to all County policies and procedures and appropriately engage services provided by other County departments.
• Ability to manage stress.
• Physical presence in the office is required.
• Flexibility with work schedule.

PHYSICAL DEMANDS:

Work involves standing, walking, sitting, lifting, carrying, talking, hearing, using hands to handle, feel objects, tools, or controls, and reaching with hands and arms.  Vision abilities required by this job include close vision and the ability to adjust focus. The employee must occasionally lift and/or move up to 40 pounds a distance of 15 feet or less.

The ability to sit and stand for extended periods of time.

Must be able to kneel, bend, and stretch. 

WORKING ENVIRONMENT:

Normal office environment 

This position description serves as a guideline for communicating the essential functions and other information about the position to the applicant/employee. It is not intended to create a binding employment contract nor cover every detail of the position and may be changed where appropriate.