Senior Administrative Specialist- Health Department

Administrative Operations Manager

This full-time position provides leadership and oversight to the administrative operations team and higher-level, complex administrative support to the Health Department. Work hours are primarily Monday through Friday from 8:00 AM to 4:30 PM. The ideal candidate will possess skills in leadership, excellent oral and written communication, and project coordination, and is excited to learn and apply knowledge and skills for the betterment of the department's administrative systems and workflow.

We are looking for candidates who are effective at working independently and within teams. This position reports to the Health Officer.

Examples of Work Performed:

• Coordinates administrative functions across the department; ensures equitable distribution of workloads and communicates with leadership to ensure high quality administrative functions of the department.
• Supports coordination and organization of department-wide operational activities, including cross-departmental planning efforts such as the quality improvement plan, workforce development plan, performance management processes, and other related initiatives.
• Monitors compliance with grant requirements and conducts grant reporting activities according to contract requirements.
• Provides administrative support across the department, including planning and coordinating projects, and assisting in developing administrative procedures, compiling, or developing reports, resources, and documents.
• Identifies opportunities for efficiencies and leads the implementation of administrative quality improvement initiatives. This includes establishing checkpoints and follow-up procedures to ensure project goals are met within the required timeframe.
• Supports human resources duties for the department, such as scheduling interview appointments, and providing orientation on administrative tasks to new employees.
• Maintains awareness of and cross-trains with other admin staff to be able to support, if necessary, purchasing and receiving for the department, which involves processing requests, tracking purchases, researching, and resolving discrepancies, receiving and dispersing ordered items, ensuring supplies are stocked at appropriate levels, and disposing of obsolete items according to policy.
• Maintains awareness of grants and deliverables and supports leadership and finance staff with grant reporting. Must work closely with the Health Officer and other team members supporting efficient, strategic financial management.
• Coordinates department and community collaborative meetings and events. This includes maintaining community partner member lists, taking minutes, sending notices, coordinating meetings, and preparing reports.
• Runs Marathon County Board of Health and other community meetings the Health Department leads, including preparing meeting packets and composes minutes. Additionally, provides other administrative support for meetings as assigned.
• Coordinates imaging and storage of the department's computer files to meet record retention requirements.
• Prepares professional, concise documents and reports and coordinates their distribution.
• Supports scheduling for the front desk and ensures coverage due to unexpected absences. May also carry out reception and other administrative support duties within the department as needed.
• Manages the department's policy and procedure database, including tracking policies that need review, processing policies and procedures, maintaining copies of old/retired policies and medical orders, and ensuring quality control over the policies database.
• Maintains regular and predictable attendance and is willing to work extra hours as required.
• Performs related work as required.

Normal Duties:

• Leading the Administrative Operations team for the Health Department.
• Managing the administrative and fiscal support team members by prioritizing and assigning work; creating professional development opportunities; coaching; ensuring that employees follow policies and procedures; and supporting performance evaluations
• Overseeing internal operations by analyzing, planning, coordinating, directing, and improving processes, policies, procedures, functions, systems, or standards; works across program areas to ensure integrated and coordinated internal systems. Uses project management principles and quality improvement tools to guide projects.
• Preparing, organizing, coordinating, and managing grant reporting requirements for the Health Department.
• Overseeing IT projects for the department including the development of forms, the departments' website and social media platforms.
• Acting as liaison to City-County Information Technology Commission, Finance Department, Employee Resources, Facilities Office, and Treasurer's Office.
• Developing, implementing, managing, and/or coordinating steps of complex projects.
• Supporting department leadership in executing plans, projects, or initiatives.
• Leading, co-leading, and/or assisting work groups to improve systems and…