Executive Assistant - Case Management

Encompass Community Supports, formerly known as Rappahannock Rapidan Community Services (RRCS) is hiring an Executive Assistant. Encompass Community Supports is a Virginia State community services organization that improves the quality of life in Culpeper, Fauquier, Madison, Orange, and Rappahannock Counties by providing comprehensive mental health, substance use, developmental disability, housing, children’s, and aging services. As an organization of almost 400 employees and more than 80 programs, we lead with integrity and excellence and embrace collaboration, accountability, and innovation to respond to the ever-changing needs of our community.

Our non-profit organization qualifies for the Public Service Loan Forgiveness (PSLF) program, allowing eligible employees to potentially receive student loan forgiveness. ECS is also a registered site for the National Health Service Corps (NHSC) Loan Repayment plan.

• Low employee cost Medical, Dental and Vision Insurances
• 13 paid holidays annually
• 17 PTO days
• Enrollment in VA State pension and retirement plan
• Employee training and educational opportunities
• Paid Life Insurance
• Health Savings Plan
• Flexible Savings Plan
• Employee Assistance Program

At Encompass Community Supports, our full-time employees work 37.5 hours weekly.

The Executive Assistant performs a variety of administrative support and clerical tasks in an office environment for the divisions of Case Management and /DD Services. Work is performed under general supervision.

• Gathers and compiles detailed information for inclusion in special and/or complex reports; prepares reports in accordance with instructions; prepares and disseminates agenda packages.
• Types general correspondence, meeting minutes, memorandum, reports, schedules, manuals, statistical tables, reports, charts, contracts, agreements, and other materials from rough draft, copy, marginal notes, or verbal instructions.
• Attends meetings and takes, transcribes and/or types minutes of meetings, prepares and distributes minutes and committee packages.
• Operates standard office, data entry and word processing equipment, and electronic health record; receives and processes incoming and outgoing mail.
  
  Handles confidential data and other sensitive information.
• Sets up filing systems; sorts, indexes and files material alphabetically, numerically, geographically or by other predetermined classification; reviews files for completeness; develops and maintains cross-referenced office files and a variety of other specialized records.
• Coordinates special meetings and forums.
• Assist with preparations for in-services, community events, and conference registrations.
• Keeps an inventory and orders a variety of supplies for department; distributes items.
• Maintains a petty cash account and reconciles monthly.
• Serves as a receptionist; answers telephone and gives information in response to inquiries.

• Perform related tasks as required.

Thorough knowledge of standard office practices, procedures, equipment and administrative support techniques; thorough knowledge of business English, spelling and arithmetic; thorough knowledge of division and agency programs and policies; ability to type, take and transcribe dictation using good composition skills; ability to make arithmetical calculations; ability to follow oral and written instructions; ability to read and understand detailed and complicated policies, procedures and materials that contain specialized words and phrases;

ability to operate a variety of office equipment to produce complex/technical documents; ability to establish and maintain effective working relationships with associates and the general public.

Accountability & Dependability;
Attention to Detail;
Consideration and Respect for Others;
Customer Focus;
Learning Capacity;
Listening;
Planning & Organizing;
Quality Orientation;
Reliability;
Teamwork;
Tolerance for Repetitive Tasks.

Adaptability and Flexibility;
Initiative;
Oral Communication;
Self-Management/Self Organization;
Time Management.

• High School diploma or equivalent; and at least 3 years of administrative support experience.

• This work requires little physical effort working almost exclusively with lightweight materials (up to 25 pounds); working conditions are good; health hazards are negligible; some mental effort and stress may be involved resulting in…