Office Supervisor - Nursing Administration - Health and Social Services Division

The Hamilton County Health & Social Services Division has a responsibility to respond quickly and efficiently when public health emergencies occur. All Hamilton County Health & Social Services Division employees are responsible for ensuring their contact information is current and they are accessible should a public health emergency arise. The Hamilton County Health & Social Services Division maintains a call down system to store contact information and mobilize staff in the event of an emergency.

During a public health emergency, all staff are required to respond should a call to mobilize be made. During a public health emergency, work hours for any and all Hamilton County Health & Social Services Division employees are subject to modification to meet the needs of the community.

Under general supervision, plan, supervise, schedule and direct the workflow of clerical or administrative support staff. Provides high-level administrative support to assigned manager.

Essential functions, as defined under the Americans with Disabilities Act, may include the following tasks, physical requirements, knowledge, skills, abilities, and other characteristics. This list of tasks is ILLUSTRATIVE ONLY, and is not a comprehensive listing of all functions and tasks performed by incumbents of this class.

Provides office administrative support to management, supervisory and professional staff including maintaining events calendar, transmitting information; coordinating agency support processes including telecommunications/phones; county vehicles, employee records, contracts, security issues and parking facilities.

Compiles and tracks data of assigned divisions; initiates, prepares, edits and updates reports and related projects; keeps Directors/ Deputy Directors informed of matters of interest relating to public and employee requests; assists with the identification and monitoring of administrative or operational problems; utilizes computer and relevant software, including advanced skill in word processing, spreadsheets and statistical programs, graphics and databases to collect, identify, and present law enforcement data and reports.

Tasks include copying and binding, faxes and mail services, equipment and document tracking, reception, shipping, maintenance of document filing system, document scanning, review and editing of all outgoing documents, etc.

Answers telephone and provides information to public/client contacts regarding the agency services or requests for assistance. Orchestrates agency wide processes as assigned (example: partner and award programs). Prepares and processes contracts for utilization with Grantors thought the CERP program for resolutions or amendments; maintains contract files and contact information.

• General knowledge of Hamilton County Health and Social Services Department services and facilities.
• Knowledge of Hamilton County general government protocols and procedures.
• Knowledge and skills in positive and proactive customer service practices.
• Ability to manage conflict.
• Knowledge and skills in handling sensitive and/or confidential information.
• Knowledge of general office practices and procedures.
• Knowledge of computer systems and advanced word processing/database software.
• Knowledge of appropriate Health and Social Services Department contracts and agreements.
• Skill maintaining one’s personal and professional standards.
• Skill in maintaining filing systems.
• Skill in oral and written communications.
• Skill in providing information to the public.

An Associate’s Degree in business or office management and three (3) years of work experience performing administrative/clerical support activities and data entry in an office environment. A valid driver’s license is required.

OR

A high school diploma or GED and five (5) years of experience performing administrative/clerical support activities and data entry in an office environment. A valid driver’s license is required.

Prior to operating a County-owned vehicle, all employees are required to complete the HC Defensive Driving course and/or an Emergency Vehicle Operations Course (EVOC) provided at the department level.

Th…