Flagship Job Openings:

JOB TITLE: Secretary II -- Flagship Program PROGRAM: Flagship

ACCOUNTABILITY: Under the supervision of The Flagship Program Director

JOB SUMMARY: Under supervision, performs general secretarial, receptionist, and clerical duties that are required to keep an office routine running smoothly. Uses initiative in carrying out the recurring work of the office independently, referring only problems and unfamiliar situations not covered by instructions to the supervisor for help. Assist in fundraising activities including database maintenance, formatting of materials, and report generation.

DUTIES AND RESPONSIBILITIES:

1. Reception: Answer incoming telephone calls, ascertain purpose of call and direct call to relevant staff or voice mail; respond to general telephone inquiries as appropriate.

2. Data entry and management of databases. Provide assistance to fund development staff, director and site-based coordinators in updating and managing data systems; Monthly entry of state block grant-related data.

3. Printing, copying, scanning, fax processing as required by job duties and requested by the Director.

4. File Management: Set up files by making file labels, securing paperwork in files, placing them in appropriate filing space, and ensuring proper retention of files; set up and secure paperwork in other files as directed.

5. Accounts Payable: Processing of claims related to Flagship, preparing purchase orders, submitting them to WMMHC, tracking problems, and preparing monthly expense ledgers of site-level expenditures. Preparation of financial reports for grant-specific reporting.

6. Program Development: Provide database and computer support, including maintenance of databases related to financial donors and client services and assistance with design and format of marketing materials and newsletters for Flagship.

7. Flagship Website: Maintenance, formatting, updating information on website as needed. Assess software used for website and coordinate with Flagship director on updates and changes to software. Provide staff with information on website when needed.

8. Board Meetings: Coordinate, attend, provide relevant materials, and record meeting minutes for Friends of Flagship Board.

9. Staff Meetings: Attend and record meeting minutes for Flagship staff meetings.

10. Staff Support: Assist Flagship field staff in preparation and submission of required forms and paperwork on a timely basis. Provide back-up to other support staff of Turning Point, as needed, and as time is available.

11. Benefits: Coordinate with WMAS operations manager/other WMMHC staff on providing relevant information to Flagship staff related to benefits including information about open enrollment in a timely manner. Schedule WMAS operations manager at Flagship staff meeting to discuss benefits information when needed.

12. Filing: Maintain Flagship Program filing system, and perform filing, as directed.

13. Office Equipment: Oversee supplies and maintenance of printers, fax, and photocopy machines. Troubleshoot and assist staff when operating problems are encountered. Research, order supplies and equipment for Executive Director and Prevention Specialists, when requested.

14. Program Enrollment Data: Compilation of enrollment data provided by the schools four times per year and provide this data to relevant parties including (but not limited to) Flagship staff, Friends of Flagship board members, WMAS staff, and WMMHC administration.

15. Student Surveys: Compilation of student surveys from school and provide data results to Flagship Director.

16. Act as liaison to the Youth Development Coordinators, School Officials and other community partners for the successful programing of Flagship

17. Mail Processing: Daily pickup of mail from WMAS core area, opening and processing of mail received including making deposits.

18. Monthly Reports: Prepare monthly reports including (but not limited to) site budgets, fundraising report, state block grant reports, volunteer work comp report.

19. Perform other duties as assigned by The Flagship Program Director.

REQUIREMENTS:

Knowledge: Working knowledge of office practices, procedures, and policies; of business English, spelling, and composition; of clinic programs and services; of DOS, Windows, Microsoft Office Products, and other program-specific computer programs.

Skills: Proficiency in word processing, data entry, and use of office equipment; skill in the use of multi-line phone system, computer, calculator, copier, fax, and other office machines.

Abilities: Ability to establish and maintain effective working relationships with colleagues, other agencies, clinic consumers, and the general public; to effectively communicate verbally and in writing; to follow written and verbal instructions; to perform duties with minimal supervision.

Education and Experience: The above knowledge, skills, and abilities are typically acquired through a combination of education and experience equivalent to graduation from high school, some related course work, and one to two years of directly related and progressively responsible technical/administrative experience.

To Apply: Send cover letter addressing your interest in this position and resume to wmasopportunities@wmmhc.org

We are always looking for volunteers!