Temporary Senior Executive Assistant - CHC

Description

Under the supervision of the Health Officer or their designee, provides clerical and administrative support while coordinating and monitoring departmental processes and projects. Assists with ensuring appropriate actions and deadlines are met. Serves as a departmental liaison and prioritizes incoming requests. Composes correspondence and reports for review. Coordinates meetings and manages administrative calendars. Compiles data into summary reports and documents. Handles timekeeping and confidential personnel information.

Reviews and maintains competitive vendor contracts.

• Screens and prioritizes incoming visitors and telephone calls. Responds to general questions regarding departmental processes and projects. Handles initial complaints and problems. Serves as a communication liaison to other Department Heads, vendors, the Controller’s Office and the Board of Commissioners.
• Uses a variety of software programs to provide clerical and administrative support including typing, data entry, proofreading, filing, copying, scanning, faxing, processing incoming mail, distributing outgoing mail and other clerical functions. Composes correspondence, documents, brochures, newsletters, marketing materials and reports for management’s review and signature. Supports various clerical accounting functions as directed.
• Schedules internal and external meetings. Assists with the meeting logistics regarding room set-up, agendas, meeting communication, amenities and audio-visual equipment. Provides administrative support to boards, committees, leadership, management, and other meetings. Records, transcribes and distributes meeting minutes. Tracks documents, attendance, and incentives as needed for compliance.
• Works with management to follow-up on tasks assigned itors work projects and deadlines. Assists in planning and coordinating special initiatives across the Health Department and Health Centers.
• Manage calendars for executive and management staff as assigned. Schedules appointments, confirms meetings and makes corresponding travel arrangements. Prepares monthly travel reports for management as directed.
• Assists with data collection for grants, reports, charts, and projects. Provides staff with preliminary background information as requested. Compiles large amounts of data into concise reports and charts.
• Coordinates and oversees contractual processes. Tracks Health Department contracts/grants to ensure full execution. Provides regular updates to staff for pending contracts needing renewal. Updates leadership regarding status of contracts to ensure execution in a timely manner. Works with corporate counsel, vendors and leadership staff to ensure all contracts are reviewed and authorized for signatures, and to ensure all contracts are stored with the County Clerk’s Office.
• Organizes and maintains a variety of departmental files including electronic and paper copies. Sorts and files a wide range of forms, records and documents. Serves as the departmental historian regarding past practices and procedures. Helps evaluate current processes and makes recommendations to update and improve policies and procedures.
• Processes confidential paperwork and other communications regarding personnel issues, job vacancies, pre-employment activities, training, complaints, discipline, separations, leaves of absence, incident reports, medical conditions, and customer/patient surveys. Coordinates job interviews and may serve on interview panels. Assists with new employee orientation, onboarding, and training. Process Personnel Action Requests (PARS), Personnel Action Form (PAF) and Security Access Requests (SARS).
• Serves as liaison/coordinator to Board of Commissioners office for submission of resolutions. Drafts and edits resolutions as needed, and submits resolutions on bi-weekly basis to Board of Commissioner’s office. Tracks resolution progress and communicates as needed to resolve issues.
• Organizes and processes inventories for supplies, furnishings and equipment. Serves as the liaison for internal and external vendors. Maintains records and receipts on office purchases and warranties. Reviews service…