Executive Secretary
Company: PATH People Acting To Help, Inc.
Location: Philadelphia
Posted on: June 25, 2022
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Job Description:
ABOUT PATH INC.PATH (People Acting to Help) Inc. is a
comprehensive Community Behavioral Health and Intellectual
Disability Center. We offer a wide of array of services and
supports to meet the needs of our community in Northeast
Philadelphia. PATH regularly achieves the highest levels of
accreditation including a 5 Star Provider Rating by CBH,
Philadelphia's Managed Care Entity, and recognition and awards
related to our high-quality, innovative programs and staff
accomplishments and contributions.Our Mission? To Help Individuals
Achieve a More Independent and Fulfilling Life.WHY WORK AT
PATH?PATH understands the importance of having benefits, and so a
comprehensive package is offered to our employees including:A
company sponsored 403b retirement plan, Health Insurance (Medical
Services, Prescriptions, Dental & Vision), Sick Leave, Personal &
Vacation Time, Paid Holidays, Life Insurance, and Long-Term
Disability!JOB SUMMARY:To promote the mission of PATH to help
individuals achieve a more independent and fulfilling life by being
an effective team member and to provide administrative support to
the Executive Office and PATH's Board of
Directors.QUALIFICATIONS:High School Graduate or GED.3 years
increasingly responsible secretarial experience.Driver's License
and personal vehicle required.Proficient in Microsoft Office
Programs including Word, Excel and OutlookAccurate typist. Able to
type at least 50 words per minuteResponsible, dependable individual
with the ability to work in a fast-paced office environment with
multiple priorities. Must be able to work independently with
minimal supervision and be a team player.SPECIFIC DUTIES:Provide
administrative/secretarial support to the Executive Office and
Board of Directors. Answer telephones and act as receptionist for
the Executive Office. Upon arrival, retrieve work from CEO's Out
Box and File Box. Review and prioritize this work as directed by
CEO's notations. Complete "Priority" work first. Complete other
typing, distribution and scanning/copying work the same day as
received unless otherwise noted by CEO or Office Manager. Continue
to monitor CEO's office throughout the day for any new work.
Complete all typing required for the Administrative Committee
Meetings and Board of Directors' Meetings (Administrative Committee
Minutes and Reports, Board Meeting Minutes, Agendas, Board Actions,
Calendars, Lists of Important Board Dates, etc.). Provide draft
copies to Office Manager for review and make necessary revisions.
Once approved by Office Manager, these drafts will then be
submitted to CEO and/or COO for final approval. File all CEO's TIC,
Executive Staff Supervision, Board of Directors' Filing, Licenses
and Budget Book information daily in appropriate folders/binders.
Maintain a daily tickler file for the President/CEO and the
Executive Office. Manage all incoming mail for the Executive Office
on a daily basis. Retrieve, open, sort, date-stamp, prioritize and
distribute all mail. Notify CEO, COO and/or Office Manager of
anything seeming particularly important. Check/maintain paper
supply for all office equipment (printer, fax, etc.) on a daily
basis. Distribute faxes when received. Check printer and fax
machine for any error messages. Attempt to resolve any minor issues
(paper jams, etc.) and contact the Help Desk, if necessary, for
additional assistance. Notify Office Manager or COO of any
unresolved issues. Manage an Electronic Filing System for
President/CEO, COO and Executive Office for all documents and email
correspondence as requested.Type correspondence, reports,
proposals, tables, charts, etc. for Executive Office in the
designated format and in a timely fashion. Proof-read and spell
check all work. Provide drafts of all typed documents to Office
Manager for review and revise as directed. Assist Office Manager
with any special projects (scanning, copying, mailing preparations,
miscellaneous typing, etc.) as requested. Two weeks prior to the
date of the monthly Board Mailing, request reports from responsible
departments via email. Hold these reports which will later be
copied and incorporated into the Board Mailing. In accordance with
the Clinical Committee Meeting schedule, follow-up with Clinical
Directors to ensure draft agendas and minutes/reports are submitted
in a timely fashion for the CEO's review. Notify the Clinical
Directors of any revisions requested by the CEO. Once revisions are
made, re-submit documents to the CEO. After final approval by CEO,
assemble (1) draft Clinical Committee mailing packet for Office
Manager's review. Once approved by Office Manager, hold this packet
for incorporation into the Board Mailing. Forward completed
Administrative/Clinical and Board Mailing packets to all Board
Members on a monthly basis either electronically or via US Mail as
directed by Office Manager. Attend one evening Board Meeting per
month for purposes of setting up/cleaning up the meeting room,
assisting Board Members/Office Manager as needed, and taking
minutes, if requested. Assist in all Board-related projects as
directed by Office Manager, (i.e., setting up for Board meetings,
planning and organizing the Annual Board Training, the Board
Holiday Dinner and special Board events as directed). Provide
back-up for Executive Office Manager. Review and process all
correspondence, requests, phone calls, etc. received during Office
Manager's absence. Inform and consult with COO or CEO for guidance.
Maintain adequate inventory and re-order supplies for the Executive
Office and the Board of Directors' kitchen on a monthly basis.
Perform other related duties as assigned which may entail the use
of a personal automobile.PHYSICAL DEMANDS: Minimal in nature.
PI183243226
Keywords: PATH People Acting To Help, Inc., Philadelphia , Executive Secretary, Administration, Clerical , Philadelphia, Pennsylvania
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