The Management Assistant classification performs highly difficult, complex, and responsible office work and serves as personal and confidential secretaries to DWIHN Executives, Department heads, Deputy Chief’s, Division Directors; or to supervisors that have large or complex operations.
Employees in this classification characteristically receive assignments that involve the application of independent judgment and knowledge gained through departmental experience. Employees may function as a supervisor for a small group of clerical personnel. These employees have a high degree of individual responsibility for planning and carrying out the details and procedures of their own work. Employees in this classification serve as liaison between the Director/Executive’s Office and subordinate staff in resolving problems related to operations and administrative functions. The Management Assistant also assists in the development of departmental programs, services and activities.
PRINCIPAL DUTIES AND RESPONSIBILITIES:
- Serves as personal and confidential secretaries to DWIHN Executives, Department heads, Deputy Chief’s, Division Directors; or to supervisors that have large or complex operations.
- Performs highly difficult, complex, and responsible office work, under the general supervision, including planning, assigning and reviewing the work of subordinate clerical employees.
- Prepares, maintains, and compiles highly difficult and complex departmental reports and records.
- Coordinates internal and external meetings, conference calls and other engagements, conferences and activities for the Director/Supervisor.
- Takes and transcribes meeting minutes.
- Performs specialized office work requiring knowledge of departmental policies and procedures.
- Acts in a supervisory capacity, including coordination of daily activities, prioritizing, delegating and supervision of work to completion.
- Develops policies and procedures pertaining to administrative and operational functions.
- Works with Network management divisions in resolving problems related to operations and administration.
- Conducts independent research and develops and prepares informational documents, i.e. correspondence, presentations, graphs, and charts for their reporting Director/Supervisor.
- Coordinates time management, scheduling and travel coordination activities for their Director/Supervisor.
- Answers routine correspondence and conducts business with the public and other departments, answers difficult and unusual questions requiring considerable judgement, knowledge and interpretation of the activity performed.
- Attends meetings of boards, commissions, and/or conferences, where verbatim dictation must be taken with considerable speed and accuracy.
- Compiles reports.
- Processes, files, and records personnel transactions.
- Coordinates the purchase of supplies and small administrative devices for the department
- Conducts independent research projects.
- Approves documents for submission to internal departments and external agencies.
- Supervises the development, maintenance and dissemination of confidential information/files.
- Develops and implements special projects as directed.
- Facilitates internal and external meetings as identified by the Director - including performing work activities related to said meetings.
- Processes vendor and other payments.
- Perform other related duties as assigned.
Knowledge, Skills and Abilities (KSA’s):
- Knowledge of DWIHN rules, practices, policies and procedures.
- Knowledge of the DWIHN provider network.
- Knowledge of general behavioral health theory and practice.
- Knowledge of departmental rules, practices, policies and procedures.
- Computer skills
- Clerical skills
- Filing skills
- Typing skills
- Time management skills
- Organizational skills
- Customer Service skills
- Teamwork skills
- Problem Solving skills
- Critical Thinking skills
- Decision-making skills
- Supervisory skills
- Leadership skills
- Ability to communicate orally.
- Ability to communicate in writing.
- Ability to work effectively with others.
- Ability to work with an ethnically, linguistically, culturally, economically and socially diverse population.
- Judgement/Reasoning ability.
REQUIRED EDUCATION:
A High School Diploma, GED, or equivalent.
REQUIRED EXPERIENCE:
Four (4) years of professional experience performing clerical duties and responsibilities.
NOTE: Education completed at a recognized college, university or trade school may be substituted for required experience on a year for year basis.
REQUIRED LICENSE(S).
A valid State of Michigan Driver’s License with a safe and acceptable driving record.
WORKING CONDITIONS:
Work is usually performed in an office setting but requires the employee to drive to different sites throughout Wayne County and the State of Michigan.
This description is not intended to be a complete statement of job content, rather to act as a general description of the essential functions performed. Management retains the discretion to add or change the position at any time.
Please Note: DWIHN requires proof of being fully vaccinated for COVID-19 as a condition of employment. Medical or religious accommodations or other exemptions that may be required by law, will be approved when properly supported. Further information will be provided during the recruitment process.
The Detroit Wayne Integrated Health Network is an Equal Opportunity Employer
