Office Manager

Island County•Coupeville Campus, WA

15d•Onsite

About The Position

Join the dynamic Island County Public Health team serving our community! We are committed to protecting and improving public health through service delivery and collaborative public health initiatives across our island communities. The employee in this position is responsible for providing essential clerical, operational, and administrative support to the Public Health Department. Located at our main Coupeville campus, this role ensures smooth daily workflows, supports departmental governance, and facilitates effective coordination between internal divisions, county leadership, and the public. Qualified applicants from all backgrounds are highly encouraged to apply. Along with the standard application, please submit a minimum of 2 professional references, a cover letter describing your interest in the position, and a resume outlining your qualifications. Position may be hired as an Office Manager 1 or Office Manager 2; pay within range is dependent upon prior experience and qualifications. Hourly Pay: Office Manager 1: $24.30 Office Manager 2: $28.14

Requirements

Expertise in office support operations including word processing, filing, electronic document management, and composing professional business correspondence.
Ability to research, compile, structure, and summarize administrative, fiscal, and program information for official reports, presentations, and public records.
High proficiency in complex calendar management, multi-party meeting arrangement, and event scheduling.
Proficient in Microsoft Office (Word, PowerPoint, Excel), Adobe Acrobat Pro, SharePoint (or similar electronic document management systems), virtual meeting platforms (Zoom, Teams), and enterprise systems.
Knowledge of public meeting protocols, public records management (PRA), contract tracking workflows, and administrative payroll/fiscal procedures.
Strong verbal and written communication skills with the ability to maintain professionalism, exercise tact, and safeguard sensitive and confidential records.
Ability to type accurately at a minimum rate of 40 words per minute.
High School diploma or GED AND 3 years of qualifying experience in administration, office management, process tracking, clerical, secretarial, or bookkeeping within a healthcare, nonprofit, academic, or government setting.
Associate’s or Bachelor’s degree in Public Administration, Healthcare Administration, Business Administration, Communications, Accounting, Public Health, or a closely related field AND 1 year of qualifying administrative experience as described above.
Master’s degree in Public Administration (MPA), Healthcare Administration (MHA), Business Administration (MBA), Public Health (MPH), or a closely related field.

Responsibilities

As assigned, transcribe and type letters, reports, minutes, schedules, specifications, interagency agreements, requisitions, and other departmental correspondence.
Enter contracts and agreements into the enterprise system for Risk and Prosecuting Attorney review, using information from contract lead staff.
Maintain the department contract tracking log, coordinate progress updates with contract lead staff and other departments, and ensure adherence to county review timelines and processes.
Coordinate facility ticket requests for the department, acting as the primary liaison between submitting divisions and the Facilities Department, and tracking requests from input through resolution.
Compile the agenda packet and submit items to the Office of the Board of County Commissioners for work sessions and regular sessions, adhering to established timelines and auditing agendas for formatting and accuracy.
Compile agenda packets for monthly Board of Health meetings and upload them to the Agenda Center.
Distribute meeting packets via email at least one week in advance to BOH members and guest presenters.
Maintain and update the BOH website as assigned, including uploading proclamations, resolutions, policy dockets, and meeting updates.
Attend each BOH meeting to provide technology and meeting support in coordination with the Island County IT Department.
Ensure all BOH members receive meeting materials and guest presenters have clear instructions regarding meeting logistics.
Support BOH meeting scheduling and arrangements for presenters and BOH members.
Sustain and track small asset inventory for the department in compliance with county policy, grant requirements, and audit standards.
Develop, maintain, and revise department filing systems (both database/electronic and hardcopy).
Preserve department records while identifying, respecting, and safeguarding confidential health and personnel information.
Support the Public Records Liaison with fulfilling public records requests as assigned.
Support the payroll process, purchase request tracking, and accounting team by tracking employee leave requests, verifying documentation, and performing related administrative support duties.
As assigned, support the coordination and scheduling of staff trainings, including support with venue reservations, coordinating refreshments, preparing supplies, and archiving departmental training files.
Serve as the department liaison with the Human Resources department.
Coordinate employee paperwork, recognition programs, required training, and recruitment/departure activities.
Contact candidates and arrange interview schedules in coordination with hiring managers.
Schedule orientation and training for new employees.
Coordinate onboarding activities in partnership with supervisors, providing an onboarding checklist for essential equipment, systems, and administrative items.
As assigned, support departmental emergency response and continuity of operations (COOP) activities as needed by coordinating administrative logistics, maintaining communication trees, and tracking resource requests.
Coordinate routine maintenance and service requests for office equipment (copiers, printers, etc.) and serve as the primary point of contact for routine office supply procurement.