Office Manager

Summary Join the dynamic Island County Public Health team serving our community! We are committed to protecting and improving public health through service delivery and collaborative public health initiatives across our island communities. Summary Join the dynamic Island County Public Health team serving our community! We are committed to protecting and improving public health through service delivery and collaborative public health initiatives across our island communities. The employee in this position is responsible for providing essential clerical, operational, and administrative support to the Public Health Department. Located at our main Coupeville campus, this role ensures smooth daily workflows, supports departmental governance, and facilitates effective coordination between internal divisions, county leadership, and the public. Qualified applicants from all backgrounds are highly encouraged to apply. Along with the standard application, please submit a minimum of 2 professional references, a cover letter describing your interest in the position, and a resume outlining your qualifications. Position may be hired as an Office Manager 1 or Office Manager 2; pay within range is dependent upon prior experience and qualifications. Hourly Pay Office Manager 1: $24.30 Office Manager 2: $28.14 Job Duties Correspondence & Documentation: As assigned, transcribe and type letters, reports, minutes, schedules, specifications, interagency agreements, requisitions, and other departmental correspondence. Contract Administration: Using information from contract lead staff, enter contracts and agreements into the enterprise system for Risk and Prosecuting Attorney review. Maintain the department contract tracking log, coordinate progress updates with contract lead staff and other departments, and ensure adherence to county review timelines and processes. Facility & Work Order Coordination: Coordinate facility ticket requests for the department, acting as the primary liaison between submitting divisions and the Facilities Department, and tracking requests from input through resolution. Board of County Commissioners (BOCC) Agenda Preparation: Compile the agenda packet and submit items to the Office of the Board of County Commissioners for work sessions and regular sessions, adhering to established timelines and auditing agendas for formatting and accuracy. Board of Health (BOH) Governance Support: Compile agenda packets for monthly Board of Health meetings and upload them to the Agenda Center. Distribute meeting packets via email at least one week in advance to BOH members and guest presenters. Maintain and update the BOH website as assigned, including uploading proclamations, resolutions, policy dockets, and meeting updates. Meeting Logistics & Public Support: Attend each BOH meeting to provide technology and meeting support in coordination with the Island County IT Department. Ensure all BOH members receive meeting materials and guest presenters have clear instructions regarding meeting logistics. Support BOH meeting scheduling and arrangements for presenters and BOH members. Asset Management & Inventory: Sustain and track small asset inventory for the department in compliance with county policy, grant requirements, and audit standards. Records Management & Confidentiality: Develop, maintain, and revise department filing systems (both database/electronic and hardcopy). Preserve department records while identifying, respecting, and safeguarding confidential health and personnel information. Support the Public Records Liaison with fulfilling public records requests as assigned. Fiscal & Payroll Support: Support the payroll process, purchase request tracking, and accounting team by tracking employee leave requests, verifying documentation, and performing related administrative support duties. Training & Logistics Support: As assigned, support the coordination and scheduling of staff trainings, including support with venue reservations, coordinating refreshments, preparing supplies, and archiving departmental training files. Recruitment & Human Resources Liaison: Serve as the department liaison with the Human Resources department. Coordinate employee paperwork, recognition programs, required training, and recruitment/departure activities. Contact candidates and arrange interview schedules in coordination with hiring managers. Onboarding Coordination: Schedule orientation and training for new employees. Coordinate onboarding activities in partnership with supervisors, providing an onboarding checklist for essential equipment, systems, and administrative items. Emergency Preparedness Logistics: As assigned, support departmental emergency response and continuity of operations (COOP) activities as needed by coordinating administrative logistics, maintaining communication trees, and tracking resource requests. Vendor & Equipment Maintenance: Coordinate routine maintenance and service requests for office equipment (copiers, printers, etc.) and serve as the primary point of contact for routine office supply procurement. Knowledge, Skills & Abilities Office Support Functions: Expertise in office support operations including word processing, filing, electronic document management, and composing professional business correspondence. Information Gathering & Reporting: Ability to research, compile, structure, and summarize administrative, fiscal, and program information for official reports, presentations, and public records. Calendaring & Scheduling: High proficiency in complex calendar management, multi-party meeting arrangement, and event scheduling. Software & Technical Proficiency: Proficient in Microsoft Office (Word, PowerPoint, Excel), Adobe Acrobat Pro, SharePoint (or similar electronic document management systems), virtual meeting platforms (Zoom, Teams), and enterprise systems. Public Sector Governance & Compliance: Knowledge of public meeting protocols, public records management (PRA), contract tracking workflows, and administrative payroll/fiscal procedures. Interpersonal & Communication Skills: Strong verbal and written communication skills with the ability to maintain professionalism, exercise tact, and safeguard sensitive and confidential records. Typing Speed: Ability to type accurately at a minimum rate of 40 words per minute. Education, Experience & Certifications Experience may be gained through various combinations of professional employment, education, and credentials. Candidates may qualify through any of the following pathways: High School Option: High School diploma or GED AND 3 years of qualifying experience in administration, office management, process tracking, clerical, secretarial, or bookkeeping within a healthcare, nonprofit, academic, or government setting. Associate / Bachelor Option: Associate’s or Bachelor’s degree in Public Administration, Healthcare Administration, Business Administration, Communications, Accounting, Public Health, or a closely related field AND 1 year of qualifying administrative experience as described above. Master's Degree Option: Master’s degree in Public Administration (MPA), Healthcare Administration (MHA), Business Administration (MBA), Public Health (MPH), or a closely related field. Island County is an Equal Opportunity Employer. * Candidates must be legally authorized to work in the United States. Island County does not provide visa sponsorship. * Island County offers a wide range of employee benefits designed to meet the diverse needs of our workforce. Eligible positions receive the following benefits and have access to the following programs: Medical: Island County pays 100% of the premiums for most eligible employees and dependents. In addition, the County provides an annual Health Reimbursement Arrangement (HRA) or Health Savings Account (HSA) contribution (determined by Medical plan selected). Dental: Island County pays 100% of the premiums for eligible employees and family members for basic dental coverage (buy-up options are available). Life and Disability Insurance: Employees are provided basic coverage of $24,000 and given the opportunity to purchase additional insurance for both the employee and eligible dependents. Retirement: Island County employees participate in a pension plan through the Washington State Department of Retirement Systems (additional 457(b) deferred-compensation plans are also available). Life Flight: Island County pays 100% of the premium for emergency air transport coverage. 11 paid holidays each year Generous Paid Time Off And Washington-required Sick Leave Flexible Spending Account (optional) Wellness programs Employee assistance program Pet Insurance (optional - employee paid) Additional Benefits Are Available To Be Elected (employee-paid). Student debt? Working for Island County can provide relief! Island County is a qualifying employer for the Public Service Forgiveness Program (PSLF) for full time employees. See for more details. This is a general description of the benefits offered to eligible Island County employees, and every effort has been made to ensure accuracy. If any information on this document conflicts with the provisions of a Collective Bargaining Agreement (CBA), the CBA prevails. #J-18808-Ljbffr City of Santa Fe Springs