Secretary 2 - Health Services

Montgomery County•Dayton, OH

About The Position

Under general supervision by the Supervisor, the Secretary 2 provides clerical and administrative support to the Job & Family Services and Children Services departments. This is the full-performance level in the secretarial occupation and requires considerable knowledge of clerical and administrative procedures. The employee performs the material and substantial duties of the classification more than 50% of the time. The position operates current computer programs and job-related hardware and software to retrieve, enter, organize, and report information. It performs specialized clerical tasks, prepares and formats documents and reports, maintains records and files, and independently handles routine administrative requests. The role also relieves the supervisor of non-routine administrative tasks, including correspondence, office procedures, purchasing and contract preparation, meeting coordination, responding to complaints, reviewing paperwork, and assisting with budget preparation. The Secretary 2 maintains employee training and compliance records, researches training requirements and opportunities, responds to training-policy inquiries, prepares training materials, and coordinates seminars and other events. The position provides dedicated clerical support to the ICAT team, Residential Review Committee, and Family Treatment Court Unit, including meeting documentation, spreadsheets, files, cost-share and invoice processing, case-related records, and communications. Other duties may be assigned.

Requirements

High school diploma or equivalency.
Five years of full-time administrative experience.
One to two years of experience using job-related databases, maintaining records for compliance audits, and coordinating meeting, training, and/or conference logistics.
Valid driver's license, insurance, and ability to provide own transportation.
Other evidence may be substituted.

Responsibilities

Operate current computer programs and job-related hardware and software, including SACWIS, WEBFACTS, Excel, Word, databases, training and learning management systems, ICAT, and Residential Review systems.
Perform precise or specialized clerical tasks; search records; gather, organize, and summarize data and statistics; and retrieve and enter information using established standards for speed and accuracy.
Prepare and format reports, correspondence, meeting minutes, tables, graphs, charts, contracts, and training materials from written copy or oral instructions; proofread and correct copy.
Handle non-routine administrative tasks for the supervisor, including composing correspondence, setting up office procedures, creating reports, maintaining files, purchasing high-cost items, preparing personal service contracts, coordinating meetings, responding to complaints, reviewing paperwork, and assisting with budget preparation.
Screen and direct calls; open, screen, and distribute mail; maintain and retrieve files; copy, collate, and distribute written materials; order office supplies; and provide receptionist coverage.
Gather, classify, and organize information and independently respond to routine administrative requests.
Interact with employees and management about training requirements and maintain employee training records and information needed for regulatory, accreditation, and compliance reporting.
Code, enter, and transmit data from related software systems; prepare data for agencies; research training records, qualifications, regulatory and policy updates, and training opportunities.
Answer inquiries about county and agency training policies and create, edit, and copy training materials and communications as directed.
Arrange seminars, meetings, and conferences; prepare agendas and materials; maintain attendance records and calendars; prepare travel expense reports; make travel arrangements; and notify participants of meetings and trainings.
Train office personnel in office procedures when assigned and conduct staff orientation on training requirements, processes, and procedures as directed.
Provide clerical support to the ICAT team, attend meetings and record notes, prepare agendas and sign-in sheets, invite appropriate parties and placements, and maintain the ICAT spreadsheet, files, and master case logs.
Enter and maintain ICAT cost-share information, process calculations and monthly invoices or payments, verify and revise cost-share sheets as needed, and contact placement providers about incorrect invoices and monthly reports.
Maintain living-arrangement information in SACWIS for ICAT youth and create files for new ICAT youth.
Provide clerical support to the Residential Review Committee, attend weekly meetings, record minutes, send narratives to CWSUP, place narratives on the shared drive, and maintain the committee spreadsheet and activity records.
Provide clerical support to the Family Treatment Court Unit, including filing for 4CW’s, updating addresses for SAR’s, mailing SAR letters, copying and processing SAR documents, distributing court-approved documents, managing case openings, closings, and transfers, and printing and distributing team entries and orders.
Perform other duties as assigned.