Administrative Assistant/Conference Coordinator
Mental Health Council of Arkansas - Little Rock, AR

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Overview

The Administrative Assistant works under the supervision of the Executive Director to support the goal and mission of the Mental Health Council of Arkansas and is responsible for; coordinating office activities, researching data, producing and disseminating meeting minutes and reports, coordinating the Annual Behavioral Health Institute and the Annual Consumer Conference and Consumer Council activities, MHCA sponsored trainings and special events, and other duties as assigned by the Executive Director.

Job Duties

  • Manages office in the absence of the Executive Director
  • Researches data and materials as requested by the Executive Director
  • Reviews and prepares correspondence related to the operation of the MHCA office
  • Maintains staff leave records and Council calendar for various committees at MHCA offices
  • Serves as coordinator of the Annual Behavioral Health Institute, including, but not limited to acting as coordinator for all Institute vendors including A/V contractors, Convention Center staff, caterers, and hotel sales staff; acts as liaison between MHCA and exhibitors, speakers, presenters, sponsors, and attendees; and Institute Committee members
  • Serves as coordinator for Annual Consumer Council activities/conference.
  • Serves as logistics coordinator for Legislative functions/activities.
  • Assists Executive Director in grant administration duties
  • Responsible for Council, Committee, and Subcommittee meeting minutes and follow up preparation/distribution
  • Maintains MHCA financials; including reconciling monthly bank statements, producing monthly financial reports in a timely manner, assisting during audit procedures and accounts payable and receivable, working with Executive Director to establish yearly budget
  • Develops marketing materials including mailings, newsletters, bulletins, signage, and Constant Contacts
  • Attends other agency/association conferences as an exhibitor/representative of MHCA in order to market the Council and network with peers.
  • Coordinates monthly U10/Screenings reports to DCFS.
  • Maintains server backup system on a routine basis, and updates computer safeguard software on a regular basis.
  • Performs related responsibilities as required or assigned.

Working Relationships

The Administrative Assistant has regular contact with mental health professionals, consumers, the general public, various program-related state and federal agencies, and MHCA Board of Directors.

Special Job Dimensions

Occasional work other than normal office hours.

Knowledge, Abilities, and Skills Required

Knowledge of the principles and practices of accounting and statistics.

Knowledge of research and analysis techniques and methods.

Ability to prepare, present, and review oral and written information and reports.

Ability to research and analyze related work program information.

Ability to develop, recommend, interpret, and apply policies and procedures.

Knowledge of computer software including Microsoft Word, Excel, and Publisher; QuickBooks Pro and Constant Contact; the ability to acquire new software skills in required area of expertise.

Minimum Qualifications

The formal education equivalent of a bachelor’s degree with special training and/or experience in business administration, office administration, or a related field.

OR

The formal education of a high school diploma; plus one year of specialized training in business management, business education, or a related field; plus 2 years experience in specialized or a related field applicable to work performed.

Other job related education and/or experience may be substituted for all or part of these basic requirements upon approval of the MHCA Board of Directors.