Office Manager - Administrative Division

Job Description

Job Description

Position Summary

As the Administrative Officer Manager, you will provide comprehensive administrative and operational support to the District including managing District purchasing, assisting with fiscal processes, and organizing meetings and logistics to ensure efficient day-to-day operations. This position provides administrative support for the Administrator, Health Officer, Board of Health, and Public Health Advisory Board by coordinating meetings, maintaining official records, and supporting board membership processes. The role also manages front office functions and leads the Vital Records program, ensuring accurate processing of records, regulatory compliance, high-quality customer service, and collaboration with local and state partners.

This position involves extensive interaction with the public; public officials; funeral homes; state and local public health agencies; community-based organizations; and District staff. The individual in this position will adhere to strict confidentiality guidelines, maintain professional conduct, provide information with courtesy and tact, and promote transparency with all District communications.

The individual in this role should be detail oriented, think creatively and resourcefully, exhibit strong organizational skills, be self- motivated with the ability to work independently and as a team, be comfortable with quick turnaround times, shifting priorities, and learning on the fly.

Essential Functions

The essential functions listed below are expected to comprise of at least 5% or more of time worked. The percentages are approximations and variations in actual time worked are expected. In addition to the essential functions listed below, individuals may perform other duties as assigned within the classification and including work in other functional areas to cover absences or provide relief, to equalize peak work periods, or to balance the workload.

25% Administrative Support for the District:

• Edit and proofread outgoing correspondence for the Administrator, Health Officer, and other District staff as requested.
• Function effectively as a member of the District by contributing to a positive and productive work environment.
• Direct incoming correspondence including those by phone, email, and mail.
• Complete and reconcile monthly reports for vehicles, fuel cards, copy machines, etc.
• Reconcile District credit cards and verify that purchases comply with District policies.
• Assist with vendor payments and invoices.
• Coordinate logistics for the District’s All Staff Meetings, which are typically scheduled once or twice annually.
• Coordinate logistics for in-person and remote meetings scheduled; locate facility, notify participants, prepare meeting agenda, attend and record actions taken, track additional information, and follow up as necessary.
• Coordinate arrangements for travel, transportation, accommodations, and event registrations.
• Prepare documents for electronic signature using Docusign or similar platforms.
• Coordinate purchase orders for staff throughout the District and ensure necessary documentation and approvals prior to purchase.
• Maintain inventory and order general office supplies.
• Maintain and assist with language translation and interpretation services for the District.

20% Board of Health and Advisory Board:

• Schedule and coordinate agendas, meeting packets, minutes, and public meeting notification using web-based programs.
• Function as the subject matter expert regarding the use of the online platform to create and manage board documents and records.
• Attend all meetings and assigned committee meetings. Coordinate meeting logistics including set up for various in-person and remote meetings, presentations, recording equipment, and microphones.
• Record, transcribe, distribute, and post meeting minutes using various platforms.
• Publish approved resolutions, ordinances, legal notices, and codes to the District’s website and maintain original documents following District processes.
• Ensure notifications for meetings and hearings are timely and compliant with the law and copies of meeting materials are available for public review.
• Prepare resolutions for Board of Health approval.
• Compose correspondence for all related hearings and meetings including meeting resolutions and hearing decisions.
• Compile and assemble information on a variety of matters requiring action by the Board of Health. Review materials for completeness and request additional information as required.
• Ensure all official records and documents are properly signed by the Board of Health, Health Officer, and Public Health Advisory Board as applicable.
• Prepare and maintain Board of Health, Board Committee, and Public Health Advisory Board membership recruitment process and materials, contact information and terms. Prepare memoranda for appointments regarding vacancies and assist in developing new member orientation materials.
  

20% Office Duties: 

• Open and close the office at the beginning and end of the workday.
• Answer phones and provide information to callers. Transfer calls to staff as appropriate.
• Manage Administration Division shared email and voicemail. Direct messages appropriately.
• Process incoming mail and evaluate for appropriate disposition.
• Ensure records retention within the Administration Division in accordance with state, federal, and program guidelines.
• Assist the Public Records Officer with public records requests and provide prompt responses to staff and the public regarding requests for information.
• Purchase incidental items as needed and appropriate for the workgroup, which may be completed through errands.
• Assist with a limited range of fiscal processes to ensure separation of duties in accordance with state, federal, and program guidelines.
• Prepare expense forms and ensure paperwork is completed for reimbursement.
• Competently use and troubleshoot computer systems, software applications, and digital tools with minimal assistance.
• Respond to customer complaints efficiently and effectively and determine the appropriate course of action to address the complaint.

35% Vital Records:

• Issue Washington State birth and death certificates pursuant to the Washington Administrative Codes and Revised Code of Washington.
• Review death records for Ferry, Pend Oreille, and Stevens Counties for errors and/or discrepancies.
• Certify death records for Ferry, Pend Oreille, and Stevens Counties.
• Conduct follow-up phone calls to appropriate agencies when death records contain discrepancies or are unclear.
• Document, review, and respond to incomplete vital records requests.
• Understand and remain current on changes related to the Vital Records Act (RCWs and WACs), which includes familiarity with the Washington Department of Health and Medical Examiner guidelines.
• Apply knowledge of relevant Washington Administrative Code and Revised Code of Washington to provide training on the proper completion of vital records forms and applications to funeral directors, medical certifiers, and the public.
• Conduct routine and complex manual and electronic vital records searches.
• Record death certificates completed for applicable funeral homes for direct billing purposes.
• Ensure supplies for vital records are maintained and secured.
• Respond to and process routine and complex requests for vital records received in person, via phone, fax, online through VitalChek, email, and by mail.
• Accurately collect and balance daily funds in the form of cash, credit cards, cashier checks, and money orders for birth and death certificates.
• Provide courteous, helpful, and efficient customer service.
• Refer matters outside the scope of work to the appropriate internal division or external agency.
• Work closely with local and state agencies and funeral homes for vital records processing.
• As the lead staff within the program, provide resources, trainings, and/or assistance to staff who work within Vital Records.
• Adhere to confidentiality and Health Information Portability and Accountability Act (HIPAA) requirements.

Qualifications

Required education, certification, licensure, and/or special qualifications:

• High school diploma or equivalent GED with five years of relevant and progressively responsible work OR
• Associate degree and a minimum of two years of relevant and progressively responsible work.
• Must be proficient in using and troubleshooting various hardware and software systems.

Position Specific Work Conditions

These conditions supplement, and do not replace, those listed in the classification description. With or without reasonable accommodation, people working within this position must be able to:

• No position specific work conditions are identified for this position.

See Office Manager 1 & 2 classification description. 

For information on our medical, dental, vision, and retirement benefits visit our website.