Positions Responsibilities
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This position is housed within the Administration department of ARHS. The employee in this position provides extensive administrative/management support services to the Health Director. This employee provides administrative support to the Deputy Health Director/Public Information Officer, Human Resources Director, Finance Director, and a variety of special projects as needed/requested. This position will provide administrative support specifically for the Board of Health and Executive Board of Health. Employee will interact with Board of Health members, state and local government officials, state and local government media outlets, Agency staff, and community members and partners on a frequent basis. Employee will consistently represent the Agency in a professional and courteous manner. Employee is responsible for interpreting and carrying out established programs and/or departmental policies and procedures as directed. Employee will be responsible for maintaining and organizing multiple schedules and projects simultaneously.
Key Duties:
Assist the Health Director as needed with administrative tasks including but not limited to answering phone, written correspondence, scheduling of meetings, and updating calendar.
Prepare business letters and documents with proper grammar and formatting, such as but not limited to Letters of Support to community health partners, Requests for Proposals, meeting agendas and minutes, and Agency Newsletter.
Ensure Board of Health, ARSWMA Board, and Management Team meetings run smoothly by creating and distributing the meeting schedule, track attendance on a monthly basis, schedule and prepare a meeting space, compile and distribute required documents prior to the meeting, and attend monthly meetings. This position will also be required to coordinate with the Board of Health Chair and members for signatures and additional meeting correspondence as needed.
Utilize electronic dictation equipment to record/transcribe minutes of meetings.
Follow General Statute to file notice of Public Hearing for approval of annual budgets and submit Public Service Announcements for Board of Health meetings.
Coordinate with the Health Director and agency management for accreditation, audits, grants, and reports.
Submit press releases and medical alerts to medical listserv groups, media, and local community partners.
Monitor multiple calendars to schedule in person and virtual meetings and interviews. Reserve conference/board rooms and/or set up Zoom meetings.
Assist Finance Director and Contracts/ Budgets Manager with posting of journal entries and management of Contract/ Agreement Addendum signatures and documentation
Knowledge, Skills, and Abilities:
General knowledge of office management techniques; and ability to practice effective communication techniques both orally and in writing; effective supervisory practices and ability to plan and supervise the work of others, if applicable.
Ability to analyze and interpret policy and procedural guidelines and to resolve problems and questions.
Skill in organizing work flow and coordinating activities.
Minimum Training and Experience:
Completion of high school or equivalent and four years of progressively responsible secretarial or clerical/administrative/office management experience; or completion of a two-year secretarial science or business administration program and two years of progressively responsible secretarial or clerical/administrative, 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; or an equivalent combination of training and experience.
ARHS Preference
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