Job Title: 35465 - Clinical Director Administrative Assistant
Moose Lake, MN United States
Administrative and Support Services
35465 - Clinical Director Administrative Assistant
This is an opportunity to be part of an organization that is committed to our staff, clients and the community. The Minnesota Sex Offender Program serves people who are court ordered to receive sex offender treatment via the civil commitment process. Program staff provide comprehensive services including therapy, education programming, therapeutic recreation, vocational programming and volunteer services, health and wellness to clients in a therapeutic environment where safety and security are at the forefront of all campus activities.
The Clinical Director Administrative Assistant assists and manages administrative duties for the Minnesota Sex Offender Program Moose Lake campus Clinical team. This fast paced role must appropriately respond to a variety of unpredictable situations, providing needed information or delegating the request to an appropriate individual for prompt action. Inherent in these activities is a focus on compliance with applicable policies and procedures. Maintaining confidentiality is a must. As a department resource, the Clinical Director Administrative Assistant works closely with multiple departmental areas and co-workers. Interactions with clients, co-workers and others are courteous, equitable and demonstrate mutual respect. Clinical Director Administrative Assistant tasks include project management, policy preparation, coordinating and scheduling, budget and contact management.
Primary Responsibilities Include:
Maintaining and managing schedules for clinical master schedules and scheduling clinical programming facilitators
Managing daily department operations including facilitating confidential communication between the Clinical Director, program leadership, and executive staff across facility sites; providing administrative assistance and developing and maintaining department records and correspondence
Retrieving messages left on the clinical call-in line and relaying information as appropriate
Ensuring clinical resources are purchased, inventoried, replenished and maintained which includes researching and providing cost estimates; researching maintaining and updating contracts; and supporting budgetary constraints through inventory management and planning
Providing support to the Client Placement Chair who is responsible for overseeing client incompatibilities and policy compliance
Coordinating clinical events for client interpretation services
Qualifications & Requirements
English language skills sufficient to read, write, and understand with proficiency in spelling, grammar, and punctuation used in agency communications, vendor contracts, policies and procedures
Bookkeeping skills sufficient to organize, prepare and track records and budgets
Spreadsheet skills sufficient to develop and modify basic spreadsheets; and sort and extract data including budget management, record keeping, purchasing and invoice management
Database Management skills sufficient to complete data entry and navigate systems
Customer Services skill sufficient to provide courteous, prompt and effective services in person, on the phone or via email
Typing/Keyboarding skills sufficient to develop, format, and modify a variety of correspondence, records, reports and forms
Data Entry skills sufficient to create database records and update and supply/retrieve information in databases
Word processing skills sufficient to use a variety of software packages and creates and/or modify a variety of documents including correspondence, meeting minutes, summaries, letters, memos, records and reports; perform mail merges and develop forms and charts
Managing and maintaining vendor contracts
Coordinating schedules, appointments and events
Applying policies and procedures to ensure compliance and confidentiality
The Minnesota Department of Human Services (DHS) helps provide essential services to Minnesota's most vulnerable residents. Working with many others, including counties, tribes and non-profits, DHS helps ensure that Minnesota seniors, people with disabilities, children and others meet their basic needs and have the opportunity to reach their full potential.
At DHS our goal is to meet people where they are at, and focus on outcomes to improve life situations, and to get people the help they need so they can reach their full potential.