Administrative Assistant II - Office Manager

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

Supervision:

• Supervision of Management Support office assistants and Patient Relations Representatives.
• Responsible for organizing work flow and coordination of activities.
• Responsible for adhering to completing daily tasks according to timeline stated in job descriptions.
• Responsible for maintaining an excellent customer service reputation with the community for the department by stressing the importance of being professional and helpful with the public.
• Reviews efficiency and quality of employees.
• Review and submit timesheets biweekly for employees.
• Resolves minor disciplinary problems as needed and refers them to the Business Officer.
• Interviewing and hiring of new Office Assistants for Management Support and Patient Relations Representatives.

Planning:

• Responsible for planning and coordinating daily work operations for employees by setting priorities and personnel assignments.
• Responsible for coordinating coverage of employees due to employee changes and/or schedules.
• Responsible for adhering to record retention of all documents set by the State.
• Responsible for employee compliance with policy and procedures.
• Responsible for monthly supply order and inventory for section.
• Update, and implement operating policies and procedures for office staff.

Data Management:

• Responsible for monthly audits of clerical employees and compliance with Quality Assurance Program.
• Responsible for completion of monthly reports.
• Collect data related to employee output and program outcomes to assist agency management in making program decisions when requested.
• Make recommendations, based on data review, regarding project changes.
• Use employee input to identify patterns in the community related to agency priorities.
• Manages all communication pertinent to office assistants.

Budgeting:

• Determine equipment, supply, and personnel needs to justify and/or manage budget needs.

Training:

• Provides on-the-job training for current and/or new employees
• Identifies and coordinates staff development needs

Other Responsibilities:

• Maintains job descriptions annually for office assistants within the Management Support section of Jackson County Department of Public Health.
• Assures the orientation process for new employees are completed in a timely manner or per policies and procedures.
• Assures that supervisor and employee complete yearly appraisals annually.
• Member of Local Emergency Preparedness Committee.
• Member of Management Team.
• Complies and attests to HIPAA regulations.
• Participating 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, Health Director, or Deputy Health Director

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.

• 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…