Administrative Assistant

Description

Northpointe is a Community Mental Health (CMH) organization providing services to individuals with serious mental illness, emotional disturbance, substance abuse disorders, and intellectual/developmental disabilities across Iron, Dickinson, and Menominee counties in the UP of Michigan. Northpointe itself was established in 1995 but has roots as a CMH dating back to 1964. Our presence can be found through remote emergency services, in school and home-based programs, and in clinical and residential home settings.

Job Purpose

The Administrative Assistant position provides high-level administrative support to the

Northpointe Board of Directors and administrative support for assigned agency meetings, records, and

projects. This position provides responsive, professional customer service to Board, staff, and others who

contact the agency. This position will actively support the mission, vision, and values of the agency.

Essential Duties

• •Serves as the Board Secretary for Northpointe Board meetings.
• •Organize Board meetings in accordance with the Open Meetings Act (OMA) and applicable agency procedures, including preparing agendas and notices, distributing materials, taking minutes, and recording votes.
• •Act as a conduit for information exchange between board members and the CEO.
• •Collaborates with internal and external stakeholders to create an environment of compliance with government standards related to open meetings and other matters.
• •Completes correspondence at the request of the board and organization, answering and returning phone calls, and providing administrative support to board members when needed.
• •Coordinates administrative support for assigned Board Committees, including scheduling meetings, preparing and distributing materials, taking minutes, and tracking follow up items.
• •Maintain Board and committee calendars, rosters, meeting records, and related documents; track recurring deadlines and brings upcoming items to the attention of appropriate staff.
• •Provides administrative support for assigned agency meetings and projects, including scheduling, preparing materials, recording minutes, and following up on action items.
• •Provides administrative support for Freedom of Information Act (FOIA) requests, including logging requests, tracking deadlines, and coordinating the collection of records under the directions of the FOIA Coordinator.
• •Serves as backup Lucidoc administrator for routine document routing, including sending documents through established review and approval workflows, monitoring their progress, and following up as needed. Refers system changes and more complex issues to the primary administrator.
• •Assists with routine agency communications; coordinates Board member training, conference registration, and travel arrangements as needed; and supports other assigned administrative projects.

Requirements

Job Requirements

This position will actively support the mission, vision, and values of the agency.

Knowledge and Skills

Must have working knowledge of Community Mental Health confidentiality requirements.

Ability to transcribe meeting minutes, write routine reports, and correspondences.

Proficiency with Microsoft Office applications and Apple IOS products.

Ability to operate various office equipment.

Excellent interpersonal, oral, and written communication skills.

Ability to work independently with little direction and the ability to work within a team as needed.

Ability to multi-task and maintain complex schedules of multiple people.

High level commitment to customer service.

Ability and willingness to obtain expert-level knowledge of Michigan’s Open Meetings Act and

Northpointe Board of Directors Bylaws.

Ability to organize records, track deadlines, and follow multiple projects or meeting processes

through completion.

Ability to learn and use agency document management systems including Lucidoc, to route

documents through established workflows.

Ability to handle confidential information and exercise judgement about when to refer

questions or decisions to the appropriate staff member.

Education, Certifications, and/or Experience

Minimum high school diploma or general education degree (GED) with at least two years of clerical/secretarial experience