Current job title: Administrative
Assistant
Industry: Community MHMR
Department: Addiction Recovery Services
Years worked in this industry: 10
Years worked in this department: 8
Special training or attributes needed or helpful to
get job in this industry (or specific department): Needed to
be detail oriented, multi-task oriented, and have very strong
organizational skills; computer skills and proficiency with MS software
applications were a must as well as good customer service skills.
Number of
managers and/or staff supported: One Program Manager and 5
Supervisors
Typical work hours: 40 hrs/wk;
8:30-5:30 (M-Th) & 8:30-12:30 (Fri.)
Weekends or overtime hours: Not
generally; sometimes I take work home but I am allowed to flex the
overtime throughout the month or take it off my personal leave hours. Very
seldom do I get paid for overtime hours.
General salary range
(Note: This is a general figure or range provided by survey respondent and may
NOT be an exact salary in order to
give survey respondent some privacy. Also you must take into account that
the number of years worked in industry/department may contribute to this
salary as well as criteria such as level of position and person reports
to, required hours and geographical location.): approx. $30,000
Benefits (direct or indirect): Yes;
paid and covered parking; company pays for medical insurance or life
insurance (in lieu of medical if employee has medical insurance from
another source); accrued personal leave – at present I receive 18.5 hours
per month to use in any way I want (for sickness or just to take the day
off). We are allowed to carry over a specific number of personal leave
hours into the next fiscal year depending on length of employment;
pension, etc;
Lingo you might hear in this industry:
IOP – Intensive Outpatient Treatment = clients in treatment attend 10-12
hrs. per week of group counseling and 1 hr. individual counseling per
week;
RFP – Request for Proposal = an invitation to apply for funding through a
specific State or Government agency
Screening/Assessment = process by which one is diagnosed with a substance
use disorder or not
A typical day on the job: Check and
answer email; coordinate schedule of supervisor – handle the office if my
supervisor is out of town; maintain various files; prepare for meeting
throughout the work week; prepare any correspondence or needed reports to
meet deadlines; many other duties too numerous to mention.
Positive things about being an administrative
professional in this industry: Enjoy the feeling of
accomplishment to help the division run smoothly. Feel good about making a
meaningful contribution to the lives of individuals.
Negative things about being an administrative
professional in this industry: Not always recognized for the
new ideas I have presented and were ultimately incorporated into company
procedures/policy.
No compensation (salary) for the increasing workload.
Type of workspace/office:
office
Primary responsibilities as an administrative
professional in this position:
Record and distribute minutes from weekly supervisors’ meeting; assist in
grant preparation.
Prepare reports, memoranda, and correspondence in a timely fashion as
directed by program manager; set up and maintain contract and employee
files.
Develop procedures specific to Recovery Program division.
Prepare payment requisitions, purchase orders in accord with company
policy.
Train new clerical staff.
Top thing(s) incumbent admin would require of job
applicants seeking to be her/his position replacement:
Computer skills; detail & multi-task oriented; strong organizational
skills; good interpersonal skills
Office machines or equipment operated regularly:
Fax machine; calculator; copy machine; computer; shredder; multi-line
phone; typewriter; electric hole-punch; postage machine.
Technology (hard) skills used regularly:
Keyboarding; computer skills; troubleshooting phone system.
Critical soft skills: Good
communication because I many times act or communicate on behalf of my
supervisor, the program manager, with upper management as well as with the
state and other agencies that deliver similar services as our agency. Good
communication is essential in dealing with our clientele.
Pace of this position: Fast
Geographical region: Southern U.S
Karen Porter, The Administrative Professional Job Performance and Career Success Coach™