Office Coordinator - Population Health; Health Services

Job Description

The Office Coordinator is responsible for assisting with the planning, implementation, and monitoring of administrative activities for the Population Health Bureau. Performs a variety of specialized activities and functions, including planning, collecting, and analyzing information required for decisions regarding staffing, funding, and the department's programs and services.

Pay Grade: 44

Salary Commensurate with Experience and Education

Minimum Qualifications

• Four (4) years of progressive secretarial, bookkeeping, payroll, data processing, or statistical work; and a high school diploma or GED; OR
• Three (3) years of progressive secretarial, bookkeeping, payroll, data processing, or statistical work and one (1) year of college study (30 semester hours or 36 quarter hours).
• PROOF OF EDUCATION, TRAINING, AND/OR EXPERIENCE IS REQUIRED.

Duties and Responsibilities

• Organizes and coordinates daily office operations and administrative activities to support program efficiency.
• Greets and assists staff and the public, screens calls, and manages internal and external communications.
• Maintains calendars, schedules meetings, secures venues/vendors, and prepares meeting minutes.
• Reviews, edits, and prepares correspondence, reports, memoranda, and other documents for accuracy and proper grammar.
• Assists program staff with coordinating community events, outreach activities, and travel-related documentation.
• Maintains filing systems for contracts, grants, and departmental records.
• Prepares and reviews requisitions, monitors budget-related items, and coordinates with vendors and outside service providers.
• Performs data entry, compiles data, and prepares monthly, quarterly, and special reports.
• Assists with preparing grant applications, award documentation, and grant-related reporting requirements.
• Performs other related duties as required or directed.

KSAs

• Ability to organize work, manage multiple tasks, and meet deadlines in a fast-paced environment.
• Ability to analyze information, identify issues, and implement effective solutions.
• Ability to maintain confidentiality and handle sensitive information with discretion.
• Ability to take and transcribe meeting minutes.
• Ability to communicate clearly and professionally, both verbally and in writing, with diverse populations.
• Ability to establish and maintain effective working relationships with staff, partners, and the public.
• Ability to work under pressure, manage time efficiently, and meet deadlines.
• Proficiency in Microsoft Office (Excel, Word, PowerPoint) and other County application software.

Special Requirements

• May be required to travel to other Shelby County offices.
• Must be able to assist with community events as required.
• Must be able to type 25 words per minute.

Disclaimer

This position is subject to a background check for any convictions that have a substantial relationship to potential job duties. Only convictions that are substantially related to potential job duties will be considered and will not automatically disqualify the candidate.

Shelby County Resident Disclaimer

All employees hired after September 1, 1986, must be residents of Shelby County and shall continue to reside in the County as a condition of their employment. The residency requirement shall not apply to certain public safety/civil service employees. This means exemption from this policy is in effect for the following departments and positions: (1) Sheriff Deputy Patrol Officers, Deputy Jailers and Dispatchers, employed by the Sheriff Department, (2) Correction Officers employed by the Division of Corrections, (3) Firefighters, Paramedics and Dispatchers employed by the Shelby County Fire Department.

The residency exemption for public safety/civil service employees does not include appointed positions with the Sheriff's Office, Division of Corrections, or the Fire Department.