Executive Assistant to the Chief Financial Officer (CFO)

Job Code: EA - 113
Revision Date: November 3, 2022

Starting Salary: $20.50 Hourly; $42,636 Annually

FLSA: Exempt

Overview

We are an agency committed to innovative behavioral health services in trauma-informed care that promote healing and recovery to instill a sense of empowerment and foster a lifelong sense of resilience.

General Description

The Executive Assistant to the CFO coordinates and directs the day-to-day functions of the office of the CFO. The individual directs and coordinates high level administrative support activities to ensure that the CFO's calendar and schedule of events are efficiently managed, ensuring that the CFO has all the necessary information, reports, and tools needed to perform the essential duties of the day and workweek. The Executive Assistant to the CFO provides logistical support to the CFO and ensures that all travel arrangements are carefully planned and executed. The Executive Assistant to the CFO is also responsible for being a back up to the Executive Assistant to the CEO and assume responsibilities in their absence.

This class works under general supervision, independently developing work methods and sequences.

Duties and Responsibilities

The functions listed below are those that represent the majority of the time spent working in this position. Management may assign additional functions related to the type of work of the position as necessary.

• Promotes a safe, positive, productive, fair, and comfortable environment within the department to serve as a role model for all EHN employees
• Serves as a strong and positive role model by demonstrating high ethical standards, and acting with integrity and in the best interest of the office of the CFO, EHN and all its employees and stakeholders
• Trains, motivates, and challenges staff to meet and exceed performance expectations
• Encourages all staff to seek professional and personal development
• Works with all stakeholders to ensure customer satisfaction by increasing positive outcomes
• Facilitates and encourages effective intradepartmental and interdepartmental communication
• Is familiar with regulatory requirements as defined by State Performance Contracts, Texas Administrative Code, Texas Health and Safety Code, and any other applicable regulatory agencies
• Understands basic regulatory employer requirements as defined by FLSA, DOL, EEOC, and the Texas Workforce Commission
• Basic understanding of IT terminology and office technologies is desirable.
• Provides comprehensive administrative support services to the CFO, ensuring a professional, responsive, and effective resolution to the requests made by the CFO
• Maintains a high level of confidentiality and diplomacy when discussing matters related to the office of the CFO or confidential business matters related to EHN or its employees
• Provides exceptional calendar management, prioritizing inquiries and requests while managing scheduling conflicts with minimal guidance, ensuring a smooth daily operation of the office of the CFO
• Diligently manages business correspondence, prioritizing communication messages sent to the attention of the CFO via phone calls, emails, interoffice mail, and regular USPS mail
• Drafts professional, eloquent, and effective correspondence (emails, memorandums, letters) at the request of the CFO to initiate dialogue, communicate important information, or respond to inquiries made to the office of the CFO
• Handles and screens all visitors with grace, sophistication, and professionalism, providing the needed information and resolving routine matters with minimal guidance.
• Coordinates routine and complex travel arrangements, becoming familiar with specific travel needs and requests, acting resourcefully in the event last-minute changes or cancellations have to be made to travel plans or accommodations.
• Assist in preparation and submitting of annual budget requests for the Division and maintains records of office budget throughout the fiscal year.
• Accurately prepares office and travel expense reports, submitting reports in a timely manner, and providing all necessary documentation, itineraries, and receipts within the guidelines of EHN policies.
• Works with direct/indirect reports to plan, coordinate, and prepare for meetings, to include the creation of informational packets and presentations, the ordering of food and drinks, booking meeting space, and ensuring that all technological tools are in place before the start of each meeting
• Required to consistently meet deadlines by setting priorities, organizing, and coordinating work with EHN employees and EHN business partners
• Assists Budget and Accounting Departments with the preparation of monthly and annual reports with the use of the automated accounting systems.
• Assists EHN employees with inquires related to information stored in the automated accounting system.
• Communicates with executive leadership regarding administrative decisions reached, policies established, and facts needed.
• Coordinate participation at meetings, boards, special events, speaking engagements, and participation on different community committees.
• Entrusted with confidential information which pertains to EHN matters under consideration and personnel involved.
• Organize and maintain financial documents, contracts, and department files.
• Performs other duties as assigned.

Minimum Education and Experience Requirements

Requires a Bachelor's degree supplemented by four (4) years of secretarial or administrative experience; or possession of any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities.

Experience with trauma-informed services; cognitive behavioral therapies, including DBT; and motivational therapies including the use of incentives, preferred.

Required Knowledge and Abilities

Knowledge of trauma-informed theories, principals, and practices (includes multi-faceted understanding of concepts such as community trauma, intergenerational and historical trauma, parallel processes, and universal precautions), preferred.

Knowledge of modern office administrative practices and procedures, including records management. Operation of standard office equipment including a personal computer, Microsoft Office, facsimile, telephone and recording equipment, computer systems and applications. Knowledge of the automated accounting system preferred. Demonstrates proficiency in English language usage, including proper spelling, grammar, punctuation, and vocabulary. Municipal government regulations, administration and organization. Public contact skills. Principles of supervision and training.

Ability to use initiative and independent judgment within established guidelines. Understand the organization and operations of EHN and outside agencies as necessary to assume assigned responsibilities. Exercise judgment, initiative, tact, courtesy and discretion in dealing with internal and external customers. Work independently and set priorities. Transcribe from recording equipment; prepare detailed minutes of official meetings. Compose routine correspondences from brief instructions. Supervise, train and evaluate assigned clerical staff. Make arithmetic and statistical calculations. Establish and maintain effective work relationships with those contacted in the performance of required duties.

Physical Demands

Performs sedentary work that involves walking or standing some of the time and involves exerting up to 10 pounds of force on a regular and recurring basis or sustained keyboard operations.

Unavoidable Hazards (Work Environment)

• Involves routine and frequent exposure to:
  • Bright/ dim light, dust, and pollen.
• Other extreme hazards not listed above.

Special Certifications and Licenses

• Must possess and maintain a valid state Driver's License with an acceptable driving record.
• Must be able to pass a TB, criminal background and drug screen.

Americans with Disabilities Act Compliance (ADA)

Emergence Health Network is an Equal Opportunity Employer. ADA requires Emergence Health Network to provide reasonable accommodations to qualified persons with disabilities. Prospective and current employees are encouraged to discuss ADA accommodations with management.

Other Job Characteristics

• Staffing requirements, including criteria that staff have diverse disciplinary backgrounds, have necessary State required license and accreditation, and are culturally and linguistically trained to serve the needs of the clinic's patient population.
• Credentialed, certified, and licensed professionals with adequate training in person-centered, family centered, trauma informed, culturally-competent and recovery-oriented care.
• Responsible for adhering to the EHN common purpose and service framework to continuously provide exceptional care to all constituents.

Note: This Class Description does not constitute an employment agreement between the Emergence Health Network and an employee and is subject to change by the Emergence Health Network as its needs change.