ACCOUNTANT



3703320-182880 To Be Completed By Human ResourcesClassification ______________Salary Grade _______________Position Number___________________Classification _____________________Salary Code ______________________00 To Be Completed By Human ResourcesClassification ______________Salary Grade _______________Position Number___________________Classification _____________________Salary Code ______________________ Michigan Public Health InstitutePosition DescriptionTitle: Administrative Assistant- Center for Child and Family Health & Center for Health Equity PracticeEmployee Name:TBDSupervisor: Shawna Brown, Senior Financial Analyst Purpose: Under the direction of the Senior Financial Analyst, and the Program Directors for both centers, the Administrative Assistant will work to manage all administrative and facility aspects for the Center for Child and Family Health (CCFH) and the Center for Health Equity Practice (CHEP), and assist with completion of administrative and financial activities. The Administrative Assistant will share time equally between both centers. Duties and Responsibilities: Office SupportWelcomes office visitors and telephone callers. Orders supplies per purchasing policies.Serves as an internal meeting liaison, with duties including, but not limited to, coordinating meeting space, preparation of meeting materials, catering needs, audiovisual equipment needs, and other items as needed. Daily mail pick-up and poses and types letters, memoranda, meeting minutes, and coordinates and disseminates information as needed. Produces, collates, and assembles documentation necessary for grant proposals, training events, and workshops as needed.Monitors policies and procedures and initiates quality improvement and/or revision, as necessary.Provides administrative support to the CCFH and CHEP financial team, with duties including, but not limited to, gathering quarterly report information and input of that information into EGrAMS, assistance with travel arrangements for staff, maintaining grant-specific project binders, and monitoring timelines of grant required reporting.Provides administrative support to the Program Directors including management of meetings and Outlook calendars, as well as facilitation with other MPHI administrative staff to coordinate meetings for executive-level staff.Facilities LiaisonOngoing maintenance of cars (regular oil changes, facilitation of car repairs and other maintenance, maintain/check car logs, monitor car lease mileage) for CCFH.Liaison between MPHI’s central administration and both centers for all facilities issues, including heating and cooling, building issues, office moves, furniture needs, pest issues, maintenance work, etc. Conducts the daily opening and closing building procedures. General Project SupportLiaison between MPHI’s central administration and project staff in the preparation and collection of requested materials and information.Assists in all administrative duties needed on allocated projects. Assists in the preparation of administrative/ and project materials/products (newsletters, training guides, informational brochures, websites, manuals). Disseminates project-related information to the appropriate persons.Inputs, edits, and proofreads reports, correspondence, charts, graphs, and other documents using word processing and spreadsheet software.All other duties as assigned. Maintains a high level of professionalism and integrity; treats program information as confidential.Maintain a positive, strong, credible, professional and interpersonal relationship with all parties relevant of MPHI projects, and represent the best interest of MPHI at all times. Qualifications/Requirements: Education: Possession of a high school diploma or GED. Associates degree is preferred. Experience: A minimum of three years of experience in an office setting required, which included regular interaction with the public, as well as progressive responsibility for clerical and administrative duties. Proficiency in Microsoft Office required. Strong work history and references are a requirement. Prior experience in a health care or non-profit environment is preferred.Important Skills and Characteristics: Excellent oral and written communication skills and a strong client/customer orientation. Able to work well in team situations. Self-motivated, able to complete work in timely manner, and be highly efficient with handling multiple tasks at one time with minimal supervision. Time management skills are a must, as this position will require significant responsibility in the prioritization of tasks. Ability to take direction from multiple individuals tasked with the successful coordination of office, program, and financial systems in both centers. Required proficiency in Microsoft Office applications (particularly in Word, Excel, PowerPoint, and Outlook). Experience in SharePoint is preferred.Work Environment and Physical Requirements: Example: Job may require moderate physical effort including lifting materials and equipment of <50# and involves viewing a CRT or VDT screen 25% to 75% of the time. Standard office environment. May require valid vehicle operator’s license where needed to perform duties of the position.RESPONSIBILITY FOR THE WORK OF OTHERS: No assigned responsibility.IMPACT ON PROJECTS, SERVICES AND OPERATIONSThis position provides valuable support for program to help organize and perform activities in response to the needs expressed by the Program Directors, financial staff, and program staff associated with both centers. The extent to which these duties are accomplished will dictate the extent to which the program is effective. This position also directly impacts the professional credibility of the program and MPHI due to the regular contact with public health-oriented individuals.REQUIRED COMMUNICATIONContact Person/Group Frequency Purpose1. CCFH-CHEP Senior Financial AnalystDaily Direction and guidance2. CCFH-CHEP Program DirectorsDailyDirection and guidance3. CCFH-CHEP Financial Analyst DailyAssist with assigned duties4. CCFH-CHEP Program staff DailyAssist with assigned duties5. MPHI staff As neededConsultation6. Partners and Clients As neededConsultation “For purposes of employment standards, this classification is “Non Exempt” from the overtime provisions of the Fair Labor Standards Act.”Signature___________________________________Date_________________Employee SignatureSignature___________________________________Date_________________ Supervisor or Program Director ................
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