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Executive Secretary

Company: PATH People Acting To Help, Inc.
Location: Philadelphia
Posted on: June 25, 2022

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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