Assistant Executive Director

Assistant Executive Director

Assists the Executive Director with all duties and responsibilities and assumes duties as needed in the absence of the Director. Supervises and assigns duties to the Administrative Assistant and assumes duties as necessary. Additionally, administers aspects of human resources; ensures compliance through regulatory and required reporting; assists employees with computer hardware and software needs; and manages overall operations of the central office.

Oversees Maintenance and Training needs of AARC.

Primary

Qualifications:

• Bachelor's Degree preferred, but not required
• Minimum of three to five years of office management experience
• Minimum of one year of Human Resources experience preferred but not required
• Intermediate knowledge of Microsoft Office Suite
• Strong communication and human relations skills
• Ability to multi-task
• Attention to detail
• Ability to interact with internal and external customers and employees
• Critical thinking skills

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform these functions. While performing the duties of this job, the employee is occasionally required to stand, walk, sit, use hands for finger motions, stoop, kneel, crouch, or crawl, talk or hear, and taste or smell.

The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to focus. Work environment is typical of a normal business/office operation. Noise level is usually moderate.

Essential Duties and Responsibilities:

• Assists the Executive Director by performing the following functions:
• Typing and copying correspondence and other written communications
• Handling phone calls as needed
• Processing administration mail after the office clerk opens and dates it
• Preparing weekly supervisor meeting agendas
• Creating and distributing Vocational Calendars as approved by the Executive Director
• Compiling and creating the Service Award Recipient List and ordering awards
• Compiling the Christmas Bonus Gift List for clients and purchasing gifts
• Assuming Executive Director duties as needed
• Completing additional assignments as directed
• Supervises and assigns duties to the Administrative Assistant and assumes duties as needed in the office clerk's absence:
• Ensuring the office is adequately equipped with supplies
• Ensuring office equipment is maintained
• Maintaining organized file systems
• Ordering supplies
• Administers aspects of Human Resources, including:
• Managing HR database and employee files
• Ensuring employee information is accurately updated
• Completing employment checklists, including creation of folder face pages and s
• Processing Personnel Change Reports
• Managing and updating organizational documents
• Assisting the Executive Director with compensation issues
• Compiling benefit packets
• Assisting with staff interviews and conducting interviews in the Director's absence
• Reporting new hires to the Louisiana New Hire Registry
• Assisting with employee benefit design issues
• Assisting with development and maintenance of the employee handbook
• Administering all ARC insurance programs (health, life, property, auto, liability, workers' compensation) including renewals, CMS reports, claims, and compliance tasks
• Ensures compliance through regulatory reporting:
• Monitoring and reviewing changes to state and federal regulations
• Communicating updated standards to employees
• Preparing and filing Department of Labor separation notices
• Completing and filing Quarterly Bed Fee reports
• Preparing Board agendas for monthly meetings
• Reviewing Board minutes and preparing attachments
• Interacting with the Social Security Administration
• Completing Federal Transit Administration grants and annual questionnaire packet