Job Description
POSITION DESCRIPTION
Alcohol, Drug Abuse, and Mental Health Services Board of Erie County
CLASSIFICATION TITLE:
Part-time office Manager
EMPLOYMENT STATUS
Part time
REPORTS TO
Executive Director
FLSA STATUS
Exempt
DEPARTMENT
Administration
PAY GRADE
At will/unclassified
REVISION DATE
March 12, 2026
DISTINGUISHING JOB CHARACTERISTICS
Provides administrative support to Erie County ADAMHS Board, including, but not limited to, arranging meetings, taking and transcribing minutes, maintaining databases, answering phone calls, greeting visitors, and handling correspondence. Monitors and maintains stock of office supplies and equipment.
ESSENTIAL DUTIES AND RESPONSIBILITIES
To perform this job successfully, an individual must be able to perform each essential duty listed below satisfactorily. Reasonable accommodations will be made for disabled persons, covered by the Americans with Disabilities Act, in accordance with its requirements.
Specific Job Responsibilities: Office Manager:
Compiles Board correspondence and agenda items in collaboration with the Executive Director and Board Chairperson to ensure a smooth and orderly flow of monthly meetings. Executes mailing of these items to the appropriate parties.
Takes, transcribes, and maintains minutes from Board meetings, Executive Director, and others. Records Board actions in Minute Book. Performs the necessary tasks to follow up on Board actions.
Maintains current list of all Board members, their appointing authority, terms of office, attendance of monthly meetings, and annual training. Under the direction of the Executive Director, coordinates communication relative to board member appointments, recruitment, and orientation.
Record all Open Board Meetings and retain electronic copies in a shared electronic folder designated by the Executive Director.
Greets visitors, promotes goodwill, and directs visitors to the requested party or provides routine information. Answers phone calls, screens calls, provides routine information, sets appointments, and directs callers to the appropriate party.
Oversight of current special projects, including overdose awareness and faith-based initiatives
Working with the Executive Director in developing community planning, which will involve convening stakeholder meetings.
Provide data-driven reports to identify gaps in services and methods for addressing those gaps
EQUIPMENT OPERATED
Personally owned vehicle; computer; calculator; copier, fax machine, m- Providing data-driven reports to identify gaps in services and methods for addressing those gaps.
CONTACTS WITH OTHERS
General public, Board, staff, volunteers, media, consultants, auditor’s office staff, contract agencies, state agencies, law enforcement personnel, and county staff.
CONFIDENTIAL DATA
This position will have access to health information about individual enrollees that is protected by law (protected health information). To ensure that the privacy rights of enrollees are respected, this position is required to only access and use any protected health information needed for the purpose of ensuring proper plan operation and administration. Any other use of protected health information is prohibited. This position is also prohibited from disclosing any protected health information to any outside party without the written authorization of the Privacy Official. This position has full and complete access to all confidential information regarding the ADAMHS Board of Erie County.
WORKING CONDITIONS
Normal office working conditions with occasional exposure to inclement weather and road conditions. Possibility of exposure to threats from clients.
USUAL PHYSICAL DEMANDS
The following physical demands are typically exhibited by position incumbents performing this job’s essential duties and responsibilities. These physical demands are not, and should not be construed to be job qualification standards, but are illustrated to help the employer, employee, and applicant identify tasks where reasonable accommodations may need to be made when an otherwise qualified person is unable to perform the job’s essential duties because of an ADA disability.
While performing the duties of this job, the employee frequently sits for extended periods while managing the department and performing administrative tasks, and regularly stands and walks. Vision demands include close, relatively detailed vision for prolonged periods while compiling and analyzing data and financial reports. Employee exhibits typical vision demands and eye/hand coordination required for safely operating a motor vehicle when working off-site.
REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES
Knowledge of: advanced administrative office practices and procedures, agency operations; programs, operations, laws, rules. English word usage, spelling, grammar, and punctuation; basic mathematical calculations of fractions, decimals, and percentages; bulk mail rules; public relations activities; events coordination.
Ability to: present information in an orderly and concise manner, transcribe meeting minutes, establish and maintain effective work relationships with associates and job contacts, maintain confidentiality of protected and sensitive information, and organize and prioritize work assignments.
Skill in: Clerical and organizational and program development framework;
QUALIFICATIONS
An appropriate combination of education, training, coursework, and experience may qualify an applicant to demonstrate the required knowledge, skills, and abilities. With a minimum of an associate degree, with a preference for bachelor’s level experience in office Management.
