JOB TITLE:                  Planning Council Support Administrative Assistant

REPORTS TO:             Planning Council Support Manager

DEPARTMENT:          Business Operations

FLSA:                            Non-Exempt

 

CORE VALUES:

 

·          Passion Dive in - Create enthusiasm and inspire others.

·          Authenticity Be Real - Keep it honest and set the example.

·          Collaboration Live United - Work together and mobilize for change.

·          Empowerment Own it - Be courageous and make it happen.

 

This position is funded by state contracts and is subject to annual renewal.

 

POSITION OBJECTIVE:

 

To provide administrative assistance to the Planning Council Support/Ryan White programmatic and fiscal staff. This position supports the planning body for the Orlando Service Area (Brevard, Lake, Orange, Osceola, & Seminole).

 

PRIMARY JOB RESPONSIBILITIES/DUTIES:

 

·        Provide routine secretarial support for the Planning Council Support/Ryan White Program including: word processing, copying, faxing, filing, publishing and mailing of correspondence.

·        Sort and distribute mail to appropriate parties.

·        Coordinate all meetings affiliated with the Planning Council Support/Ryan White Program including preparation of materials, meeting room set-up/clean-up, ordering food, and coordinating transportation for planning body members.

·        Develop staff reports and prepare consolidation of reports for use by appropriate staff, consultants, and other interested parties.

·        Maintain an e-mail list of local service providers, members of the public, and Planning Council members for distribution purposes.

·        Assist in completion of planning body member appointment process.

·        Transcribe and distribute meeting minutes at planning body, committee, provider, and other applicable meetings.

·        Maintain planning body membership and vendor databases.

·        Aid in the preparation of the annual data presentation, priority setting, and resource allocation process for the Orlando Service Area.

·        Ensure receipt of planning body meeting materials to the designated County representative.

 

·        Respond to requests for information from the public pertaining to Planning Council business.

·        Maintain copies of all written and electronic records, including meeting notices, monthly calendars, minutes, audio recordings, and attendance sheets.

·        Provide technical assistance to planning body members.

·        Maintain inventory of all Planning Council Support/Ryan White Program supplies.

·        Coordinate check-signing with volunteers where applicable.

·        Ensure planning body member reimbursements are received.

·        Identify, oversee, and/or support innovative special projects that enhance the productivity and efficiency of the Planning Council, department and organization.

·        Contribute to the overall organizational success by performing other duties and responsibilities as assigned.

 

Functional Competencies/Accountabilities:

 

Attributes & Behaviors:

 

·        Mission Focused: Create real social change that leads to better lives and healthier communities.

 

·        Relationship-Oriented: cultivate and manage relationships toward a common goal.

 

·        Collaborator: Understand the roles and contributions of all sectors of the community and can mobilize resources through meaningful engagement.

 

·        Results-Driven: dedicated to shared and measurable goals for the common good; creating resourcing, scaling, and leveraging strategies and innovations for broad investment and impact.

 

·        Brand-Steward: Steward of the brand and understands the role in growing and protecting the reputation and results of the greater network

 

EDUCATION AND EXPERIENCE:

 

·        High school diploma or equivalent. Associate’s degree preferred.

·        At least two years of experience performing administrative tasks.

·        Advanced proficiency using computer applications such as Microsoft Word, Excel Power Point and Outlook.

·        Ability to record/transcribe clear and concise minutes.

·        Prior experience with HIV/AIDS related organizations helpful.

·        Analytical and problem solving skills.

·        Knowledge of HIPAA guidelines preferred.

·        Excellent interpersonal, verbal, and written communication skills.

·        Ability to handle multiple high volume tasks or projects.

·        Ability to work alternate schedules which may include evenings and weekends.

 

PHYSICAL DEMANDS:

 

Physical demands include sitting or standing for extended periods of time, bending, occasional lifting of items weighing up to approximately 25 pounds, regularly moving throughout the building between floors, traveling to outside meetings, regular use of standard office equipment such as the telephone, copier, fax and computer.  Demands also involve protracted concentration.  Reliable transportation is required.  Job involves frequent interactions with internal and external customers, and routinely intense public contact.

 

 

EMPLOYER’S RIGHTS:

 

The information on this description has been designed to indicate the general nature and level of work performed by employees within this classification; is not intended to be an all-inclusive list of duties.  You may be required to perform other duties as assigned by your supervisor or management.  You will be evaluated in part based on your performance of the tasks listed in this job description.  Employees moving into this position work on a ninety (90) day introductory basis after assuming these responsibilities.

 

The employer has the right to revise this job description at any time.  The job description is not a contract for employment and either you or the employer may terminate at any time for any reason.
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