Executive Assistant I

Executive Assistant

The primary purpose of Randolph County Public Health is to preserve, protect and improve the health of the community. The administrative section's activities toward this purpose involves planning or quality services, hiring personnel, submitting budgets and administering finances, supervision of personnel, problem solving, enforcing public health law, and community education and public relations.

The Executive Assistant position includes a variety of administration functions but not limited to various personnel functions (including payroll), manage department vendor contracts and agreements, communications with Board of Health members, attend Board of Health meetings, preparing meeting minutes, assist with agency accreditation, vital records clerk back-up, notary public and assist the Health Director and Assistant Health Director as needed.

• Manages and processes agency vendor contracts and agreements, ensuring adherence to completion timeframes. This includes but is not limited to initiating the contract/agreement process, updating contracts/agreements, contacting vendors, obtaining required documentation, and other tasks related to completing the contract/agreement process.
• Responsible for personnel functions within the department that include but are not limited to the following: maintaining personnel files, compilation of performance appraisals, processing personnel action forms, posting position vacancies, assist the Health Director and/or supervisors with equitable salary determinations, verifying timecard entries, tracking paid leave, general leave requirements, completing payroll for all employees and ensuring compliance with Accreditation guidelines and standards.
• Planning, preparation and attendance at the Randolph County Board of Health bi-monthly meetings, document and archive board meeting minutes, prepare meeting agenda packets, serve as liaison for communication to board members, administer oaths, maintain annual meeting components according to Accreditation governance schedule, ensure compliance with Accreditation standards, and other miscellaneous tasks related to board meetings.
• Assist administrators with agency accreditation, preparing and presenting the annual report, and any special statistical or financial projects needed for the department.
• Serve as agency notary and vital records back-up.

Other Position Characteristics

• Accuracy Required
• Responsible for accurate board of health meeting minutes documentation, completion of contracts accurately/completely and ensuring personnel records are accurate and complete.
• Errors related to contracts/agreements could jeopardize validity of contracts and delay services/payment of services; payroll errors could jeopardize accurate/timely payment to team members.
• Specific directions for entering data, using county data management system, contract management, and compiling reports are provided. There is general direction for some projects based on broad goals and policies.
• This employee works independently with the supervisor being available for information or instruction as requested. Performance evaluation will be conducted according to county policy.
• Significant contact with employees involved in administration. Intermittent contact with community members while doing annual report and community diagnosis.
• Mostly sitting or walking in a building. Lifting of reference materials not to exceed 20 lbs.
• Mostly inside but occasionally subjected to the elements when assisting with community assessment activities.
• Randolph County Government policies; Randolph County Public Health policies and procedures; Executime guidance documents; NC Vital Records Manual.
• Machines, tools, instruments, equipment & materials used: Phone, Calculator/Adding machine, Computer, Reports, Filing, Copier.
• Standard vision requirements plus depth perception, color perception and peripheral vision. Needs ability to prepare and analyze written/computer data, etc.
• Follow all agency safety rules and requirements. This position does not require the employee to expose themselves to blood borne pathogens.

Minimum Education and Experience

Bachelor's degree, preferably in business administration or a related discipline from an appropriately accredited institution; or Associate's degree in secretarial science, business administration, or a related discipline from an appropriately accredited institution and two years of progressively responsible administrative/office management experience; or High school or General Educational Development (GED) diploma and four years of progressively responsible administrative/office management experience; or an equivalent combination of education and experience.

Advanced skills with Excel software.

Special Comments

Seeking someone that is highly motivated, can work in a fast-paced setting and has excellent writing skills.

Schedule: Monday-Friday 8 a.m. to 5 p.m. with the possibility of an occasional evening &/or weekend.