Administrative Assistant II

Position Overview The primary purpose of this position is to perform personnel functions of the Jackson County Department of Public Health relating to all health department staff and accreditation requirements in cooperation with the State Office of Personnel and Jackson County Human Resources Office. Grade 21

Duties and Responsibilities

• Provides administrative support to all Administration team members
• Assists with distribution of information to Jackson County Department of Public Health staff as deemed appropriate by the Health Director and/or Deputy Health Director
• Maintains and controls personnel files for all Jackson County Department of Public Health staff which includes the Jackson County Animal Shelter
• Adheres to record retention schedule for personnel records
• Processes timesheets biweekly for payroll and balances accrual balances with Jackson County Finance Office
• Updates and maintains job descriptions for each position within the Jackson County Department of Public Health annually, with input from Managers.
• Completes all necessary paperwork for job reclassifications, reallocations of positions, creating new positions for both the Office of State Human Resources and Jackson County Human Resources.
• Assists supervisors in all disciplinary actions
• Manages all communication pertinent to employment
• Posts position vacancies on Neo Gov and with appropriate media.
• Screens, reviews, and qualifies applications. Submits applicants to State Office of Personnel for qualification of candidates, if necessary.
• Schedules interviews and responsible for all necessary communication regarding letters of appointment and/or rejections.
• Onboards new employees; processes of all forms required.
• Maintains and updates Personnel Action Form yearly
• Notification of FMLA needs to Jackson County Human Resources Office and staff
• Assures the orientation process for new employees of the Jackson County Department of Public Health are completed per policies and procedures
• Assures that supervisor and staff complete annual performance appraisals
• Coordinates student interns and volunteers; assures volunteer application is complete and submits to Human Resources.
• Secretary for Management Team
• Secretary for Quality Assurance team
• Secretary for Epidemiology Team
• Board of Health Meeting Coordinator
• Member of Local Emergency Preparedness Committee
• Submits work orders to Maintenance Department
• Submits and monitors Information Technology work orders
• Maintains staff personal contact information sheet
• Maintains staff phone directory
• Complies and attests to HIPAA regulations
• Participates in Public Health Preparedness activities as directed by agency management; this employee will be expected to work as needed during public health emergencies, which may result in extended hours and long work shifts.
• Other duties as assigned by supervisor or Health Director.

Education and Experience Completion of high school or equivalent and five years of progressively responsible secretarial or clerical/administrative experience including one year of administrative or office management experience; or completion of a two-year secretarial science or business administration program and three years of progressively responsible secretarial or clerical/administrative experience including one year of administrative or office management experience; or completion of a four-year program in a college or university preferably with major emphasis on coursework in business administration, public administration, or other related field and six months of administrative or office management experience;

or an equivalent combination of training and experience.

Knowledge,

Skills and Abilities

• Considerable knowledge of office techniques
• Ability to practice effective communication techniques both orally and in writing
• Considerable knowledge of effective supervisory practices and ability to plan and supervise the work of others
• Ability to analyze, interpret, recommend, and implement policy and procedural guidelines
• Skill in organizing work flow and coordinating activities
• General knowledge of and ability to use correct spelling, punctuation, and specialized vocabulary; ability to proofread
• General knowledge of office accounting and record keeping procedures, mathematics and their application in the work environment
• Ability to learn and apply a variety of guidelines applicable to the work process
• Ability to use a variety of office equipment
• Ability to work with people with courtesy and tact
• Ability to record and compile information based on general guidelines
• Ability to balance and reconcile figures
• Ability to gather and give information and instructions regarding the work process and procedures
• Ability to learn to use specialized office equipment
• Ability to coordinate work of other support staff
• Possess and maintain a valid North Carolina Driver License

Statement of Equal Employment Opportunity Jackson County recognizes its continued success in meeting the needs of its citizens requires the full and active participation of talented and…