CLASSIFICATION DETAILS

DEPARTMENT: Health & Community Services

HIRING AUTHORITY: Director

FLSA STATUS: Non-exempt

EMPLOYMENT RELATIONSHIP: Just cause subject to probationary period

CURRENT HOURS AND STARTING TIME: Full-time position (37.5 hours per week). The starting time for this position is currently 8:30 a.m.

The Health and Community Services offices will be located at the Verkuilen Building.

GENERAL SUMMARY:

This position will be a member of the administrative team with the Health and Community Services Department. The duties of this position will provide administrative support of a highly independent and confidential nature to the Director and other members of the staff as needed. Duties of this position may include composing / typing correspondence, letters, memos, reports, forms, etc., while working under deadlines. This position manages and processes the department’s personnel records, provides various clerical support, schedules meetings, coordinates calendars, attends and takes minutes at meetings, and works closely with the Driector and staff. This position interacts with multiple County departments and Department Heads, various elected officials, including the Office of the County Executive. Seeking an individual with a strong work ethic, strong interpersonal skills, strong organizational skills and the ability to prioritize workload, an extensive experience with multiple software programs, and a strong ability to work independently.

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES

Provides administrative support and clerical tasks with a high degree of independent and confidential judgement to ensure departmental compliance with departmental processes and standards.

Prepares and records administrative records and assures necessary documents, forms and materials are accurate.

Responds to requests for information regarding departmental operations, as directed.

Coordinates the appointment calendar and/or schedule for an assigned individual or individuals, which includes initiating, tracking, and hosting meetings and activities, event planning, making travel arrangements, and other related duties.

Coordinates daily office operations and functions of the office and the office clerical support team.

Compiles and prepares confidential reports, correspondence, and other documents.

Attends and represents the department in a variety of meetings and public events.

Answers calls and walk-ins and provides information or directs to appropriate party.

Sorts, processes, and delivers incoming and outgoing mail and e-mail.

Prepares agendas, minutes, and board packets.

Operates an automobile while performing duties.

Performs related work as required.

QUALIFICATIONS

Required Education and Experience

• High school diploma (or GED equivalent)
• Five (5) years of office clerical work experience

Required Licenses or Certifications

• Possession of a valid Michigan driver’s license and operable, insured automobile for authorized travel

Preferred Education and Experience

• Associates degree or higher
• Administrative support experience with a high level administrator

COMPETENCIES FOR SUCCESSFUL PERFORMANCE OF JOB DUTIES

Knowledge of:

• Procedures, regulations, and processes specific and exclusive to the proper functioning of government agencies
• County, State of Michigan and department policies and practices for ordering and maintaining inventory of necessary supplies for daily office/clinic or department operation
• Modern office procedures and methods
• Various and specialty designated data processing/computer systems and applications for office administration across many departments in the County
• Principles and practices of basic bookkeeping and invoice processing
• General clerical/administrative support and secretarial processes common to office administration
• Accounts receivable and payable procedures
• Payroll processing and timekeeping
• Manual and electronic filing and record keeping procedures and retention schedules
• HIPAA and other laws or County policies for maintaining record confidentiality
• A variety of programs eligibility, enrollment and verification policies and practices
• Database applications and report writing, data mining and collection for operational review

Skill in:

• Interpersonal skills necessary to develop and maintain effective and appropriate working relationships with staff and the public
• Providing customer service to internal and external customers via phone, email and in person
• Microsoft Word, Excel and Google products
• Performing a variety of duties, often changing from one task to another of a different nature
• Performing somewhat complex mathematical functions such as addition, subtraction, multiplication, division, percentages, and ratios
• Organization and time management
• Assigning, prioritizing, monitoring, and reviewing work assignments
• Operating personal computers with current versions of office efficiency software and applications
• Performing data entry to multiple types of database applications for registration, enrollment, service provision, billing, inventory and statistical review and reporting

Ability to:

• Provide excellent customer service to both internal and external customers with tact and courtesy
• Effectively speak, write and understand the English language
• Speak and understand a language other than English is preferred
• Make decisions in accordance with laws, ordinances, regulations, and established policies and procedures
• Prepare reports, correspondence, and documents
• Understand and carry out oral and written directions
• Accurately organize and maintain paper documents and electronic files
• Take initiative and work independently
• Meet schedules and deadlines of the work
• Maintain the confidentiality of information and professional boundaries
• Understand and carry out oral and written directions
• Perform high level clerical/administrative related duties with a high degree of accuracy
• Lead and train staff and coworkers as assigned
• Learn new policies, practices and procedures
• Read and understand laws, rulings and other published guidance
• Handle, process and account for large sums of cash/money
• Understand and follow complex registration, eligibility and enrollment guidelines
• Work in an enviroment that embraces the County's Dignity Campaign
• Work independently
• Conduct oneself with tact and courtesy

WORK ENVIRONMENT/CONDITIONS

N/S=Never/Seldom O=Occasionally F/C= Frequently/Continuously

PHYSICAL DEMANDS

• The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

N/S=Never/Seldom O=Occasionally F/C= Frequently/Continuously


GENERAL REQUIREMENTS AND DISCLAIMERS

Complies with P.A. 390, as amended, known as the State's Emergency Management Act and the County’s Emergency Management resolution as well as all related plans, policies and procedures covered by these statutes.

The intent of this job description is to provide a representative summary of the major duties and responsibilities performed by employees in this job. Employees may be requested to perform job-related tasks other than those specifically presented in this description.

Federal law requires employers to provide reasonable accommodation to qualified individuals with disabilities. Please tell us if you require a reasonable accommodation to apply for a job or to perform your job. Examples of reasonable accommodation include making a change to the application process or work procedures, providing documents in an alternate format, using a sign language interpreter, or using specialized equipment amongst other possible accommodations.