Executive Administrative Assistant (Administrative Aide

GRADE

ASTD
11

MDH Howard County Health Department

8930 Stanford Blvd

Columbia, MD 21045

The Administrative Aide for the Bureau of Behavioral Health is responsible for all administrative support and office management functions for the bureau and supports the Director of Behavioral Health. This position provides client/guest support and referral services, office operations support, and invoice and contracts support as needed. This position also provides administrative assistance to the Howard County Local Behavioral Health Authority Board.

(HCLBHA).

Evenings and weekends as needed for special events and emergencies.

Eligible for hybrid telework schedule.

• Types correspondence, memoranda, reports, presentation, and other documents as assigned
• Maintains confidentiality of staff and clients as the position may have access to confidential information
• Creates routine and complex correspondence and memoranda for internal and external communications
• Maintains proficiency in word processing, spreadsheet, publication, and presentation programs (i.e. MS Word, Excel, Access, Publisher, and PowerPoint) utilized by the agency
• Prepares reports by assembling, compiling and summarizing data into a concise format
• Prepares agendas and minutes as requested for meetings, including but not limited to the Howard County Local Behavioral Health Authority Board meetings, All Staff meetings, Behavioral Health Provider meetings, and the Performance Improvement Committee (PIC) meetings and accurately disseminates this information within the designated timeframe
• Interprets administrative decisions and policies to staff and transmits instructions with the authority of the Bureau Director
• Prepares materials for meetings, including but not limited to the Howard County Local Behavioral Health Authority Board meetings, All Staff meetings, Behavioral Health Provider meetings, and the Performance Improvement Committee (PIC) meetings. This may include maintaining and updating Board materials such as the orientation manual, member’s roster, sub-committee list, attendance list, meeting schedule, and correspondence with board members and the County Executive’s office regarding appointments and to the Board.
  
  Creating presentations, reports, and memos for meetings.
• Creates and sends the Bureau’s newsletter 2-4 times a month through email list to staff, stakeholders, providers and board members.
• Suggests updates and enhancements to the Bureau’s website, social media and Promotional materials, and coordinates suggestions with Communications after approval from Bureau Director.
• Distributes incoming mail, faxes, photocopies
• Researches materials to be used in reports

• Receives visitors, answers calls, and transfers calls to appropriate staff as needed
• Provides information to visitors and callers
• Researches information as needed and responds to visitors and callers in a timely fashion
• Communicates with internal and external colleagues in a polite and professional manner

• Schedules meetings for the Bureau Director
• Schedules conference rooms for the Bureau Director and the Bureau staff
• Schedules events for the Bureau staff
• Maintains a calendar system for Bureau Supervisors and Bureau staff
• Schedules, hosts and organizes meetings

• Establishes and maintains filing system to include programmatic documents as needed
• When needed help to submit and track invoice payments, orders, EECs, and trainings.
• Help to reconcile the submission spreadsheet with submissions in email.
• Help to investigate invoice discrepancies and prepare paperwork for payment
• Type and process EEC, PDQ, DPC and other requested forms needed for Bureau of Behavioral Health staff as needed.
• Maintains statistical records including but not limited to satisfaction surveys for staff and stakeholders
• Maintains various Bureau staff lists, including but not limited to organizational charts, staff schedule, office locations and phone extensions, staffing hallway signs, and emergency telephone call down tree and phone numbers.