HHS Administrative Specialist Job at Tillamook County
Salary
$26.99 - $34.45 Hourly
Location
Tillamook, OR
Job Type
Full-Time Regular
Department
Health - Admin Staff
Job Number
2122-00094
Closing
Continuous
Job Details
Department: Health & Human Services*
Union Affiliation: AFSCME
Work Schedule: Monday - Friday
Total Hours Per Week: 40
- In order to be considered for this position, you must be fully vaccinated against COVID-19. Or, you must have an approved religious or medical exception. Fully vaccinated is defined as 14 days past your final COVID vaccine. Candidates who receive an offer of County employment must provide proof of vaccination upon hire or submit an exception request prior to their start date. Refer to PH 38-2021
INTRODUCTION:
This classification performs administrative support of moderate complexity requiring in-depth knowledge of departmental policies, practices, and procedures for the Community Health Administrative Manager of the Health Department. Incumbent typically produces reports, monitors contract compliance, and investigates problems or errors. The work consists of independently performing a full range of standard and non-standard assignments and resolving a variety of non-recurring problems.
DUTIES/RESPONSIBILITIES:
(Duties assigned to this classification include, but are not limited to, the following examples. Any one position may not perform all listed tasks.
Additional duties may be assigned.)
Draft and independently prepare correspondence and routine documents, letters, forms, and other material of important nature including brief verbal instructions, research, minutes, and notes.- Maintain complex filing and record keeping systems.
- Assist with projects, reports, grant and contract requirements, and schedule and attend meetings as required.
- Create and maintain meetings and workgroup invitations, agendas, notes/minutes, and members/staff attendance lists.
- Maintain meeting records and ensure compliance with state and federal standards. Prepare public notices and ensuring that they are posted and published on schedule for public meetings notices and other events or legal requirements.
- Assist in the preparation and format of legal documents for the department and sections of the department using County templates, including such items as contracts, memoranda of agreement, and other documents and forms.
- Assist with county vital records requests (birth and death certificates).
- Assist manager in working with County Human Resources staff to coordinate required paperwork for all staffing requests.
- Maintain confidential files in coordination with department managers to ensure compliance with mandatory training, licensure or certification, and other mandatory compliance requirements for state and federal programs or services.
- Assist in maintaining an updated organization chart and maintain ongoing log/spreadsheet of staff vacancies and status of positions with HR and share with leadership.
- Assist with scheduling regular maintenance for fleet and maintain records. Work with staff to maintain cleanliness of fleet and fuel records. Maintain and document staff usage of vehicles and calendar.
- Assist with management of properties in Department ownership or under lease, including requests for bids and contracts and lease agreements.
- Calendar deadlines to ensure compliance. Schedule agenda items for grant related documents to be approved and/or signed by the Health Council and Board of County Commissioners.
REQUIRED KNOWLEDGE/SKILLS/ABILITIES:
Knowledge: Considerable knowledge of modern office practices, procedures, documents, terminology, phrases, business English, grammar, and composition. Considerable knowledge and interpretation of Oregon Revised Statutes (ORS), Oregon Administrative Rules (OAR). Considerable knowledge of record keeping and reporting.
Skills: Skill in use of automated office equipment and systems. Advanced skills in keyboarding and use of word processing software. Specific programs to include Adobe Acrobat Standard and Acrobat Professional, as well as MS Word, Excel, Access, Front Page, and Outlook. Experience in writing grants, preparing reports, and creating and tracking project budgets.
Abilities: Able to communicate effectively in oral and written forms; maintain confidentiality. Independently conduct departmental research and prepare reports and correspondence. Establish and maintain records. Develop and improve office procedures, forms, and record keeping systems.
Ability to manage time efficiently, in order to meet deadlines, and make decisions independently in accordance with established policies. Use initiative and judgment in carrying out tasks and responsibilities with general instructions and guidance.
Able to collaborate effectively as a team with staff. Able to cooperate with other county staff, advisory boards, staff from outside agencies, private businesses, contractors, consultants, and the public. Able to remain calm and professional and use good judgement during confrontational or high-pressure situations.
REQUIRED EDUCATION/EXPERIENCE:
Associate degree in business administration or a related field and three years of grant and/or project management experience and progressively responsible clerical, administrative, or secretarial work. Office experience can be substituted for an Associate or Bachelor’s degree.
At time of appointment, must possess a valid Oregon driver's license, or be able to attain one within 6 months of hire, and maintain an acceptable driving record.
Must pass a pre-employment criminal history background investigation.
SUPERVISORY RESPONSIBILITIES:
None. Works under general day-to-day supervision from the Administrative Manager. Recurring routine assignments are independently performed by employee on basis of experience. The employee receives general instructions regarding the scope and approach to projects or assignments, but procedures and problem resolution are left to employee discretion and interpretation. Employee estimates and manages time efficiently. Work is reviewed periodically to ensure determinations and decisions made are in compliance to department policy and procedures.
Work is performed within department policy and procedures; federal, state and county statutes, codes, rules, regulations, and guidelines; legal reference materials; Rules of Civil Procedures; various dictionaries; secretarial handbooks; periodicals, and data processing equipment manuals. The employee uses initiative, judgment, and experience to interpret and choose between various alternative guidelines.
PHYSICAL DEMANDS/WORK ENVIRONMENT:
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The work is performed in an office environment; work is generally sedentary; however, this position will require vision, hearing voice conversations and keyboarding. Prolong sitting or standing may be required in addition to bending, reaching, kneeling, pushing, pulling, stooping, lifting, and carrying up to 30 pounds, walking.
Tillamook County offers a generous benefits package to regular employees working 20 hours or more of the regularly scheduled work week.
Part-time regular employees working more than 20 hours but less than 40 hours will receive a pro-rated amount based on their regularly scheduled time.
Employees are eligible for insurance benefits the first day of the month following a full 30 days of employment.
- Health & Prescription Drug Insurance - employees working 37 hours or more per week pay 10% of their total premiums for Regence BlueCross/BlueShield of Oregon medical plan
- Dental Insurance - your choice of ODS or Willamette Dental plans
- Vision Insurance - the VSP vision plan
- Employee Assistance Program - provides face-to-face assessment and counseling, 24-hour crisis assistance, and on-line resources
- Wellness Program - provides a variety of programs and resources which include; Weight Talk®, Quit For Life®, Personal Health Coast and on-site health screenings.
- HRA/VEBA - employees receive an employer contribution of $115 a month to this personal tax-free health reimbursement account
- Basic Life and AD&D - provided at no cost to employees
- Long Term Disability Insurance - provided at no cost to employees
- Retirement Plan - employees are eligible for the County-sponsored Retirement Plan after 6 full months of employment. The County contributions are based on the employee's gross monthly salary; earning an 8% annual interest. Employees can also contribute up to 10% of their monthly salary to the Voluntary Employee Account.
- Holiday Pay - employees are eligible for 12 paid holidays, including a floating holiday, beginning on the first day of employment
- Sick Leave - employees begin to accrue at 8 hours a month upon hire and are eligible to use leave after 3 full months of employment
- Vacation - employees begin to accrue at 8.66 hours a month beginning on the first day of employment and are eligible to use vacation days 6 full months of employment
- Optional Benefit Plans include: Flexible Spending Accounts, 457(b) deferred compensation plans, supplemental life insurance plans and Aflac products are available for employee purchase through payroll deduction
Agency
Tillamook County
Address
201 Laurel Avenue
Tillamook, Oregon, 97141
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