Administrative Specialist

Job Title

Performs a variety of administrative functions in assisting the Health Director in administering the day-to-day affairs of the Health Department. Employee is responsible for interpreting, developing, and carrying out policies and procedures for broad, diverse divisions within the Health Department. Acts as liaison between the Health Department and other departments. Performs intermediate skilled administrative support work including a variety of administrative tasks involving data entry, specialized research, and clerical support to the Health Director, and related work as apparent or assigned. Work is performed under the moderate supervision of the department head.

Position Responsibilities

Domain 1: Data Analytics and Assessment Skills 1.1-1.8 - Prepares periodic and required statistical reports. Creates and/or maintains department data systems including SharePoint. Performs research; collects and analyzes data.

Domain 2: Policy Development and Program Planning Skills 2.1-2.4, 2.6 - Administers and manages various projects and programs. Prepares and maintains records and files on department programs and activities and prepares reports which may require extensive research and interpretation. Receives, screens, and reviews correspondence; assigns it to appropriate persons for preparation of replies with specific instructions for response; writes letters and reports for supervisor's review. Serves as liaison to expedite the flow of information and to interpret policies, procedures, rules, and regulations to many and varied facets of the organization as well as to the general public and the press. Engages in organizational strategic planning. Prepares and maintains personal files (initiates Personal Action Forms, Job Descriptions and Training Records) in accordance with agency accreditation standards.

Domain 3: Communication Skills 3.1-3.4 - Receives phone calls and/or walk-in traffic; determines nature of business; handles questions or refers to proper personnel. Regularly communicates with Human Resources regarding personal recruitment and other administrative functions. Provides information concerning department activities, program policies, and procedures. Ensures compliance with federal, state, and local policies and procedures; ensures program activities and reporting procedure requirements are met. Types a variety of correspondence; composes correspondence independently. Based on discussions with supervisor and other staff members, controls agenda, coordinates arrangements for meetings, conferences, workshops, and the like. Attends meetings as a participant or representative of management. Establishes administrative procedures for the unit. Performs specialized department tasks and duties as assigned. Serves as back-up Deputy Registrar for Vital Records functions.

Domain 7: Management and Finance Skills 7.10-12 - Applies critical thinking in decision-making.

Domain 8: Leadership and Systems Thinking Skills 8.1, 8.5-8.6 - Creates opportunities to achieve cross-sector alignment. Responds to emerging needs. Manages organizational change. Performs assigned functions as a Disaster Ready Team (DRT) member, if appointed or volunteer. Performs other duties and related tasks as required, as assigned or apparent.

Qualifications

Thorough knowledge of standard office practices, procedures, equipment and office assistance techniques; thorough knowledge of business English, spelling and arithmetic; thorough knowledge of the organization and functions of the department and of general administrative policies and practices; ability to keep office records and to prepare accurate reports from file sources; ability to perform and organize work independently; ability to prepare effective correspondence independently; ability to operate standard office equipment including personal computer and knowledge of applicable software packages; ability to communicate effectively, both orally and in writing; ability to establish and maintain effective working relationships with associates and the general public. Skill in organizing workflow and coordinating activities.

Education, Experience, and Special Requirements

Completion of a four-year program in a college or university preferably with major emphasis on coursework in business administration, public administration, or other related fields and one year of administrative or office management experience; or completion of a two-degree year business administration program and extensive experience in clerical or office work; or an equivalent combination of education and experience that provides the required knowledge, skills and abilities. Special Requirement: Valid driver license required Salary will be determined by candidate's qualifications, budget, market, and internal equity.