Temporary Senior Executive Assistant - CHC

Administrative Support Coordinator

Applications are accepted until there are sufficient numbers of qualified applications or qualified candidate has been identified. The position could possibly close at any time.

Under the supervision of the Health Officer or their designee, provides clerical and administrative support while coordinating and monitoring departmental processes and projects. Assists with ensuring appropriate actions and deadlines are met. Serves as a departmental liaison and prioritizes incoming requests. Composes correspondence and reports for review. Coordinates meetings and manages administrative calendars. Compiles data into summary reports and documents. Handles timekeeping and confidential personnel information. Reviews and maintains competitive vendor contracts.

Essential Functions

Screens and prioritizes incoming visitors and telephone calls. Responds to general questions regarding departmental processes and projects. Handles initial complaints and problems. Serves as a communication liaison to other Department Heads, vendors, the Controller's Office and the Board of Commissioners.

Uses a variety of software programs to provide clerical and administrative support including typing, data entry, proofreading, filing, copying, scanning, faxing, processing incoming mail, distributing outgoing mail and other clerical functions. Composes correspondence, documents, brochures, newsletters, marketing materials and reports for management's review and signature. Supports various clerical accounting functions as directed.

Schedules internal and external meetings. Assists with the meeting logistics regarding room set-up, agendas, meeting communication, amenities and audio-visual equipment. Provides administrative support to boards, committees, leadership, management, and other meetings. Records, transcribes and distributes meeting minutes. Tracks documents, attendance, and incentives as needed for compliance.

Works with management to follow-up on tasks assigned at meetings. Monitors work projects and deadlines. Assists in planning and coordinating special initiatives across the Health Department and Health Centers.

Manages calendars for executive and management staff as assigned. Schedules appointments, confirms meetings and makes corresponding travel arrangements. Prepares monthly travel reports for management as directed.

Assists with data collection for grants, reports, charts, and projects. Provides staff with preliminary background information as requested. Compiles large amounts of data into concise reports and charts.

Coordinates and oversees contractual processes. Tracks Health Department contracts/grants to ensure full execution. Provides regular updates to staff for pending contracts needing renewal. Updates leadership regarding status of contracts to ensure execution in a timely manner. Works with corporate counsel, vendors and leadership staff to ensure all contracts are reviewed and authorized for signatures, and to ensure all contracts are stored with the County Clerk's Office.

Organizes and maintains a variety of departmental files including electronic and paper copies. Sorts and files a wide range of forms, records and documents. Serve as the departmental historian regarding past practices and procedures. Helps evaluate current processes and makes recommendations to update and improve policies and procedures.

Processes confidential paperwork and other communications regarding personnel issues, job vacancies, pre-employment activities, training, complaints, discipline, separations, leaves of absence, incident reports, medical conditions, and customer/patient surveys. Coordinates job interviews and may serve on interview panels. Assists with new employee orientation, onboarding, and training. Process Personnel Action Requests (PARS), Personnel Action Form (PAF) and Security Access Requests (SARS).

Serves as liaison/coordinator to Board of Commissioners office for submission of resolutions. Drafts and edits resolutions as needed, and submits resolutions on bi-weekly basis to Board of Commissioner's office. Tracks resolution progress and communicates as needed to resolve issues.

Organizes and processes inventories for supplies, furnishings and equipment. Serves as the liaison for internal and external vendors. Maintains records and receipts on office purchases and warranties. Reviews service contracts.

Assists with National and State accreditation and reaccreditation and Health Center Program compliance with preparing documents, uploading, and gathering information to substantiate compliance. Serves on Quality Improvement Committee to participate in accreditation planning and preparation.

Other Functions:

• Performs other duties as assigned.
• Must adhere to departmental standards in regard to HIPAA and other privacy issues.
• During a public health emergency, the employee may be required to perform duties similar to, but not limited, to those in his/her job description.

Public Health Core Competencies: In the course of performing these essential functions, an employee in this position must demonstrate skill in the below public health core competencies. These examples do not include all of the competencies which the employee may be expected to demonstrate.

• Policy Development/Program Planning Skills: Provides administrative and technical/clerical support to department activities related to development and implementation of community health assessment, planning, program and policy development, and implementation activities.
• Adheres to ethical principles in the collection, maintenance, use, and dissemination of data and information.
• Communication and Cultural Competency Skills: Describes the value of a diverse public health workforce.
• Community Dimensions of Practice Skills: Describes the programs and services provided by governmental and nongovernmental organizations to improve the health of a community.
• Informs the public about policies, programs, and resources that improve health in a community.
• Financial Planning and Management Skills: Adheres to the organization's policies and procedures.
• Participates in the reporting of program performance.
• Leadership and Systems Thinking Skills: Incorporates ethical standards of practice (e.g., Public Health Code of Ethics) into all interactions with individuals, organizations, and communities.

Employment Qualifications

A minimum of one of the following combinations is required: An Associate's Degree AND a minimum of 2 years of experience in an administrative support role. OR A Bachelor's Degree AND a minimum of 1 year of experience in an administrative support role. Other Requirements:

• None

Demonstrates effective communication skills by engaging, interacting and working with all individuals to ensure clarity and understanding in all interactions. (The qualifications listed above are intended to represent the minimum skills and experience levels associated with performing the duties and responsibilities contained in this job description. The qualifications should not be viewed as expressing absolute employment or promotional standards, but as general guidelines that should be considered along with other job-related selection or promotional criteria.)

Requirements and Working Conditions

Working Conditions:

• This position works in an indoor environment. There is no planned exposure to prominent lights, noises, odors, temperatures or weather conditions.
• This position may travel for meetings and appointments.

Physical Requirements:

• This position requires the ability to sit, stand, traverse, lift, carry, push, pull, reach, grasp, handle, pinch, type and endure repetitive movements of the wrists, hands or fingers.
• This position's physical requirements require continuous stamina in sitting, typing and enduring repetitive movements of the wrists, hands or fingers. This position's physical requirements require regular stamina in traversing, grasping and handling. This position's physical requirements require little to no stamina in standing, lifting, carrying, pushing, pulling, reaching and pinching.
• This position performs light work requiring the ability to exert 20 pounds or less of force in the physical requirements above.
• This position primarily requires close visual acuity to perform tasks within arm's reach such as: viewing a computer screen, using measurement devices, inspecting and assembling parts, etc.
• This position requires the ability to communicate and respond to inquiries both in person and over the phone.
• This position requires the ability to operate a PC/laptop and to enter & retrieve information from a computer.
• This position requires the ability to handle varying and often high levels of stress.