Administrative Assistant II - Office Manager

Jackson County•538 Scotts Creek Road -- Sylva, NC

6h•Onsite

About The Position

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. This role involves supervision of office assistants and patient relations representatives, planning and coordinating daily work operations, managing data and communications, determining budget needs, and providing training. The position also includes other responsibilities such as maintaining job descriptions, assuring new employee orientation and yearly appraisals are completed, and participating in emergency preparedness activities. The employee will be expected to work as needed during public health emergencies, which may result in extended hours and long work shifts.

Requirements

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 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

Responsibilities

Supervision of Management Support office assistants and Patient Relations Representatives.
Organizing work flow and coordination of activities.
Maintaining an excellent customer service reputation with the community.
Reviewing efficiency and quality of employees.
Reviewing and submitting timesheets biweekly for employees.
Resolving minor disciplinary problems and referring them to the Business Officer.
Interviewing and hiring of new Office Assistants for Management Support and Patient Relations Representatives.
Planning and coordinating daily work operations for employees by setting priorities and personnel assignments.
Coordinating coverage of employees due to employee changes and/or schedules.
Adhering to record retention of all documents set by the State.
Ensuring employee compliance with policy and procedures.
Monthly supply order and inventory for the section.
Updating and implementing operating policies and procedures for office staff.
Monthly audits of clerical employees and compliance with Quality Assurance Program.
Completion of monthly reports.
Collecting data related to employee output and program outcomes to assist agency management in making program decisions when requested.
Making recommendations, based on data review, regarding project changes.
Using employee input to identify patterns in the community related to agency priorities.
Managing all communication pertinent to office assistants.
Determining equipment, supply, and personnel needs to justify and/or manage budget needs.
Providing on-the-job training for current and/or new employees.
Identifying and coordinating staff development needs.
Maintaining job descriptions annually for office assistants within the Management Support section of Jackson County Department of Public Health.
Assuring the orientation process for new employees are completed in a timely manner or per policies and procedures.
Assuring that supervisor and employee complete yearly appraisals annually.
Member of Local Emergency Preparedness Committee.
Member of Management Team.
Complying and attesting to HIPAA regulations.
Participating in Public Health Preparedness activities as directed by agency management.
Other duties as assigned by supervisor, Health Director, or Deputy Health Director.