Title: Executive Assistant-Administration
Department: Health Updated: 02/2018
Division: Administration FLSA Status: Non-Exempt
Bargaining Unit: CANUE Wage Range: Not Available
POSITION SUMMARY:

The Executive Assistant is a professional position acting as a confidential executive assistant to the Medical Director and providing complex administrative support and assistance to the Health Department Administrator.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

·         Perform public contact work, receive calls and give information by telephone or in person in response to questions requiring knowledge of department rules and regulations, refers inquiries to the appropriate sources as necessary.

·         Reviews, summarizes and composes confidential information and statistical data requiring familiarity with department activities to prepare professional correspondence, reports, speeches and presentations from rough drafts or instructions.

·         Maintain administrative, department and personnel files and records.

·         Maintain appointments, schedules, meetings, seminars, conferences, and training sessions including registering, lodging and travel for the Medical Director.

·         Provides assistance on administrative matters, including a wide variety of assignments related to fiscal management activities, administration of budgets, contracts, grants and department programs.

·         Assist and train clerical staff and provide ongoing support.

·         Draft multiple monthly schedules; make suggestions concerning scheduling.

·         Create and maintain department employee personnel records.

·         Attendance tracking and reporting for personnel resource allocation for all Health Department employees.

·         Review, verify and input bi-weekly employee payroll.

·         Create pamphlets, displays, posters, social media posts, etc. for the promotion of a department program or service.

·         Organize, attend and prepare official minutes of Administrative and Board of Health meetings.

·         Oversee Records Management System, including Requests for Record Releases.

·         Provide division personnel with technical assistance.

·         Processing of employee separation, FMLA and related forms and return of employee identification.

·         The incumbent is expected to demonstrate a high level of professional demeanor, appearance and interpersonal communication skills and handle more routine administrative matters independently.

·         Mandatory participation in orientation and training for basic public health emergency preparedness and response concepts.

·         Other duties as assigned.

SUPERVISION RECEIVED:

Work is performed under the direct supervision of the Medical Director with direction also provided by the Health Administrator. 

 

SUPERVISORY RESPONSIBILITIES:

May exercise occasional defined leadership to the employees of the Health Department when directed by Medical Director or Health Administrator.

EXPERIENCE, SKILLS, EDUCATION:
  • Graduation from an accredited high school (GED acceptable), and an Associate’s degree with a major in Business Administration, Office Administration or a closely related field required.
  • 5 or more years of progressively responsible professional level work experience in a modern office environment performing complex administrative secretarial and analytical work required.
  • An equivalent combination of relevant professional work experience supplemented by technical training, college coursework and/or certification may substitute for education requirement.
  • Working knowledge of Records Management Systems preferred.

·    Considerable knowledge of program legal base (i.e. Michigan Public Health Code, St. Clair County Sanitary Code and HIPAA).

·         Complex accounts receivable/payable practices, banking procedures, third party billing and private pay processes.  Proficient in accounting software, i.e. Bi-Tech or One Solution. Ability to reconcile financial reports or records; process department payroll; prepare and reconciled journal entries; purchasing procedures. Knowledge of accounting principles, audit standards, budgeting; annual financial reporting; and IRS practices for Federal, State and Local. Knowledge of liability coverage and claims procedures.

·         Writing, reading, mathematical principles; proficient computer skills-Microsoft Office Suite, Outlook; exercise sound judgment and decision making in accordance with policies and procedures; ability to research and problem solve independently; knowledge of County operations and functions; ability to prioritize and time manage; handle stressful situations, provide effective and friendly customer service; support the County's mission and values; ability to think critically where necessary.    

·         Knowledge or understanding of basic administrative tasks: operate standard office equipment; document management; prepare and maintain records, various correspondences and reports; answer general inquiries and refer as necessary; answer telephone calls, process mail, order supplies/equipment; prepare meeting agendas, attend meetings, record/transcribe/distribute minutes; entering, transcribing, recording, storing or maintaining information in written or electronic form with speed and accuracy; maintain calendars, arrange meetings, schedule rooms and equipment as necessary.                       

·         Ability to communicate effectively and efficiently with management, co-workers and clients; obtain and communicate accurate information; apply common sense understanding to complex instructions and respond accordingly;  communicate complex ideas through graphs, charts, presentations, reports or other professional correspondence.

ESSENTIAL ABILITIES FOR ALL ST. CLAIR COUNTY JOB CLASSIFICATIONS:

·         Ability to demonstrate predictable, reliable, and timely attendance.                

·         Ability to read, write & communicate in English; follow written and verbal instruction and understand basic mathematics and figure checking.              

·         Ability to interpret and apply procedures, rules, technical information, instructions, manuals to complete tasks accurately and on schedule.                                     

·         Ability to learn from directions, observations, and mistakes; and apply procedures using good judgment.                                                                        

·         Ability to use discretion and maintain sensitive and confidential information.     

·         Ability to work independently or part of a team; ability to interact appropriately with others such as County officials, employees, vendors and the general public.

·         Ability to work under supervision, receiving instructions/feedback, coaching/counseling and/or action/discipline.                                             

·         Adaptability to change in the work environment, managing competing demands and ability to deal with frequent changes, delays or unexpected events.

·         Knowledge of principles and processes for providing customer and personal services including customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction

·         Proficient skills using Microsoft Office programs including, but not limited to: Word, Excel, Access, and Outlook required.  Proficiency may be tested.      

CONDITIONS OF EMPLOYMENT:
  • Prior to starting employment, the candidate must complete a satisfactory background check.  The background check is understood to encompass all forms of pre-employment screening, including but not limited to: drug screen, physical, criminal background, driving record, sex offender registry, education, training and licensing verification, employment history, credit check, and professional and personal references.
  • Must possess a valid State of Michigan operator license and maintain this license throughout employment in this position.

·         Required to report to duty when called upon in the event of a Public Health Emergency regardless of declaration.

PHYSICAL REQUIREMENTS AND WORKING CONDITIONS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job with or without accommodations.  Reasonable accommodations will be made to enable individuals with disabilities to perform the essential functions.

 

While performing the duties of this job, the employee is regularly required to:

  • Speak to others to convey information effectively.
  • Read, interpret and understand procedures, rules, technical information, instructions and manuals.
  • Hear and understand information presented through spoken words and sentences.
  • Specific vision requirement includes close vision, distance vision, color and depth perception.
  • Use hands to operate a computer, handle materials and operate equipment.
  • Push or pull carts, reach with hands and arms forward, above and below shoulder level.
  • Lift, move or carry objects, equipment and supplies weighing up to 25 pounds.
  • Sit, bend, stoop, crouch, crawl and kneel in an ergonomically correct manner.
  • Stand and walk, climb stairs.
  • Generally works in a normal office environment.
  • The noise level in the work environment is moderate with many interruptions.

·         Due to the nature of the work hours may include overtime, evenings or weekends.

·         Position may require occasional travel to various County departments and community events.

 

Disclaimer: The statements contained in this job description are intended to describe the general nature and level of work being performed by individuals assigned to this position.  They are not to be construed as an exhaustive list of all job requirements or duties performed.  The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.


AN EQUAL EMPLOYMENT OPPORTUNITY EMPLOYER

 

 

It is the policy of St. Clair County not to discriminate against any employee or applicant for employment because of race, color, religion, sex, national origin, age, marital status, disability that does not prevent performing essential job functions or because he or she is a protected veteran.