SUMMARY DESCRIPTION

The Administrative Specialist provides direct support to the Executive Director of the Mental Health and Family Wellness Centers and contributes to the overall success of the MHC/FWC team by acting as a liaison concerning MHC/FWC matters, and special projects/ initiatives. This position works under limited direction to carry out the responsibilities of the Mental Health and Family Wellness centers associated with the day-to-day administrative functions of the role, which includes providing high quality administrative and clerical assistance, coordination of meetings and events as well as producing materials, documents, and supporting with presentation development. This position anticipates needs to establish a well-designed workday for the Director and other MHC/FWC department leaders as well as keep management abreast of issues to ensure a continuous and smooth operation.

This position description is not intended to be an exhaustive list of all duties, knowledge or abilities associated with this classification, but is intended to accurately reflect the primary job elements.

1. Handles a wide range of administrative and executive support-related tasks involving clerical, administrative functions, and research.
2. Assists in maintenance of special projects and supports with technology, planning, coordinating, scheduling, set-up, and break-down of projects. This includes but is not limited to considering, comparing, and evaluating different courses of action and then deciding or making recommendations.
3. Maintains organized computer files of updated work related to assigned service and integrates multiple electronic files into primary shared drives for monthly, weekly, or bi-weekly reports. Leads some projects and follow through with final product.
4. Creates files, complies data and prepares appropriate reports for presentation in a concise and understandable format; supports in preparation of board and departmental reports.
5. Supports the maintenance of the departmental budget by overseeing the ordering and receiving of supplies and products for all MHC/FWC initiatives; processes requisitions for equipment/supplies and blank purchase orders.
6. Prepares and submits bi-weekly payroll for the MHC/FWC.
7. Serves as administrative support for the general operations of the department including preparing correspondence as directed. This can include but not be limited to media content (flyers, pictures, and other news releases). Supports in the strategic planning of the Director’s communication within and across departments.
8. Plans, schedules, coordinates, and attend meetings; creates and disseminates all related materials; compiles and maintains meeting minutes. Serves as aid to the Director at all events/board meetings.
9. Partners with other departments and vendors/stakeholders to prepare materials for high-level meetings.
10. Assist in the preparation of required annual safety inspection from Memphis City Fire department.
11. Assist in maintaining compliance of the clinical staff licenses in preparation of the yearly audit by the TDOH.
12. Assist in the preparation and compliance of the mental health clinical files to prepare for the annual audit conducted by the West Tennessee Licensure Office.
13. Manage and maintain IT device inventory for the department, ordering, device assignment distributions, surplus devices.
14. Performs other related duties as assigned or directed.

Graduation from an accredited college or university with a Bachelor’s degree in Public Administration, Business Administration, or related field. A combination of equivalent work experience may be considered in lieu of a Bachelor’s degree. ESL certification preferred.  

(PROOF OF EDUCATION, TRAINING, AND/OR EXPERIENCE IS REQUIRED).

Degree Equivalency Formula:

Bachelor’s Degree= 4 years plus required years of experience.

Master’s Degree= 2 years plus required years of experience. Where Master’s degrees are required, years for Bachelor’s Degrees must be included.