Administrative & IT Support Specialist

Job Description

Job Description

Position Summary

All positions of PPHD will work to support the PPHD mission of “Working together to improve the health, safety, and quality of life for all who live, learn, work and play in the Panhandle.” This position will support the implementation of PPHD strategic plan objectives through collaboration with partners and the community, a commitment to Community Health Improvement, dedication to implementing evidence-based practices, and implementation of the standards and measures of PHAB accreditation.

 

The Administrative and IT Support Specialist serves as the primary support position for agency administrative operations, front desk services, financial processing activities, and routine technology support. This position provides welcoming, responsive and professional assistance to employees, clients, vendors, and community partners while supporting efficient office operations, accurate records management, financial processes, technology coordination, and customer service functions.

Essential Duties

The Administrative and IT Support Specialist will perform the following essential functions within the framework of Panhandle Public Health District’s provision of the core functions and essential services of public health:

• Serves as the primary front desk contact for the agency, providing friendly and professional customer service to employees, clients, vendors, community partners, and the public.
• Supports day-to-day agency operations through administrative assistance, checking the mail, records management, document preparation, scheduling, and meeting support.
• General office coordination, including scheduling vehicle maintenance, snow removal, building repairs or other concerns.
• Maintains records and files in accordance with applicable policies, procedures, and retention requirements.

• Supports financial operations by assisting with accounts payable, accounts receivable, and related documentation under the direction, guidance, and oversight of designated staff and in accordance with established procedures.
• Serves as the first point of contact for routine technology support and assists staff with computers, software applications, office equipment, telephones, and other technology resources.
• Coordinates technology equipment setup, inventory management, user support, and communication with contracted technology providers and vendors.
• Assists with maintaining operational readiness of office technology and equipment.
• Participates in quality improvement, performance management, training, and professional development activities.
• Supports implementation of agency strategic plan objectives and assigned program goals.
• Maintains the confidentiality and security of client, employee, financial, and agency information.
• Participate in staff meetings, training opportunities, and quality improvement activities.
• Actively participates in Performance Management and Quality Improvement activities.
• Participates in PPHD and community emergency response training and drills in support of public health emergency and disaster preparedness.
• Contributes to and participates in implementation of the strategic plan and development of program goals and objectives as assigned.
• Assumes responsibility for professional growth and development by pursuing education, participating in professional committees and work groups, and contributing to a work environment where continual improvement is pursued.
• Complies with all PPHD personnel policies and procedures and follows all HIPAA and PPHD confidentiality and privacy policies and practices.
• Performs other duties as assigned.

Behavior Expectations

Treats others with courtesy and respect in all interactions and abides by PPHD’s Guiding Principles.

Minimum Qualifications

• High school diploma or GED required.
• Associate or bachelor’s degree in business administration, accounting, office administration, information technology, or a related field preferred.
• Two years of experience in administrative support, IT support, office operations, customer service, bookkeeping, records management, or a related field preferred.
• Experience using Microsoft Office applications and QuickBooks preferred.
• Valid driver’s license, current certificate of vehicle insurance, and insurable driving record.

Knowledge, Skills and Abilities

This position requires the following knowledge, skills, and abilities:

• Knowledge of general office practices, customer service principles, and basic accounting procedures.
• Ability to maintain accurate and confidential records, complete detailed work, prioritize responsibilities, and meet deadlines.
• Ability to learn agency systems and provide basic troubleshooting for office technology and equipment.
• Ability to communicate effectively and maintain collaborative working relationships with employees, partners, vendors, and the public.
• Ability to provide culturally responsive service to individuals and groups from varied backgrounds and experiences.
• Commitment to PPHD’s mission, values, Guiding Principles, and public health responsibilities.

Work Environment

Work is performed primarily in a general office setting at PPHD office sites, with occasional work at community locations. Equipment used to perform essential functions includes computers, telephones, printers, copiers, scanners, other office technology, and personal or PPHD vehicles.

 

The position may require prolonged periods of sitting, standing, walking, bending, reaching, and occasional lifting or moving of office supplies and technology equipment. Occasional travel, overtime, or evening and weekend work may be required to support agency operations, training, events, or emergency response activities.