Administrative Assistant II - CHS (Prescott) Job at Yavapai County Human Resources
Role
Performs administrative tasks of moderate difficulty in routine or special project work; performs technical duties of considerable difficulty in the development, implementation and management of information systems and the county website in support of the Community Health Services department.
Major Duties, Responsibilities
- Processes all departmental contracts, subcontracts and agreements. Ensures that documents comply with standard contracting terminology and state and federal law. Works closely with County Attorneys to assure compliance for all YCCHS contracts and agreements. Maintains contract monitoring system and tracks location of contracts during signature process. Checks state amendments for accuracy and obtains County Attorney signatures. As needed, assists with preparation of grant applications and funding proposals. Reviews guidelines and ensures compliance with stated requirements. Reconciles figures and processes monthly and year end invoices for Jail Medical contract.
- Maintains department's Policy & Procedure Manual, both in hardcopy and electronically. Coordinates policy numbering system and revised policy archive. Tracks policy revisions, notifies employees of changes and makes policies accessible to staff. Designs and maintains recordkeeping systems for the department. Maintains membership/mailing lists and email distribution lists. Creates invitations and sign in sheets for biannual employee in-service and participates in special event planning. Maintains department's organization chart and updates material for the New Employee Orientation Program. Compiles and distributes department newsletter.
- Maintains employee database. Tracks compliance of employee licensing and training, providing update reminders to staff. Creates fields, forms, tables and writes queries and reports in Access software. Conducts research and data searches using the Internet and other sources; compiles and analyzes data and develops summary reports and spreadsheets. Updates departmental forms on shared computer drive and creates new forms on request. Prepares PowerPoint presentations.
- Provides administrative support to Department Director. Screens, organizes and prioritizes Director's mail and email. Handles all routine matters on behalf of the Director. Prepares correspondence as needed and checks departmental forms and correspondence for accuracy prior to submission for Director's signature. Monitors and updates calendars and schedules meetings. Makes travel arrangements and prepares and tracks travel expense claims.
- Checks website content for accuracy and posts new items, forms and other information, ensuring that internal and external links function correctly.
- Books meeting space, arranges room set up and obtains supplies for various meetings. Prepares meeting agendas and circulates in a timely manner. Provides minute taking, transcribes minutes and prepares for distribution. Monitors expiration date of Board of Health members' terms and notifies Director in advance. Prepares Board of Supervisors' agenda items and submits via the AgendaQuick electronic agenda program to Clerk of the Board by appropriate deadlines.
- Performs other job related duties as assigned.
Expectations:
- Prioritize work assignments. Act independently to identify priority concerns. Complete work on schedule.
- Be familiar with current administrative and information system software and practices. Actively seek information and training about new developments.
- Propose and implement procedural changes that improve the effectiveness and efficiency of the department.
- Communicate effectively and professionally through written correspondence and oral communication.
- Produce work that incorporates accurate information, presents sound conclusions and contains appropriate recommendations.
- Be available to respond to emergencies and disasters as requested.
Minimum Qualifications
Experience:
Five years of progressively responsible administrative and technical experience.
Education:
High School diploma or GED.
Five years of progressively responsible administrative and technical experience.
Education:
High School diploma or GED.
Other Skills
Interpersonal Skills:
Ability to develop and maintain effective working relationships with internal staff and other agencies.
Other Skills:
Knowledge of computer software - Word, Excel, PowerPoint, Access, Outlook, and other applications. Knowledge of principles and practices of office administration, basic accounting, research work, data compilation, business English, record keeping systems and report writing. Must possess a valid Arizona Driver's license; travel is required. Able to lift up to 15 pounds.
Ability to develop and maintain effective working relationships with internal staff and other agencies.
Other Skills:
Knowledge of computer software - Word, Excel, PowerPoint, Access, Outlook, and other applications. Knowledge of principles and practices of office administration, basic accounting, research work, data compilation, business English, record keeping systems and report writing. Must possess a valid Arizona Driver's license; travel is required. Able to lift up to 15 pounds.
Other Requirements:
In compliance with the Centers for Medicare and Medicaid Services (CMS) Omnibus COVID-19 Health Care Staff Vaccination Interim Final Rule, this position requires proof of COVID-19 vaccination as a condition of employment unless a documented medical or religious exemption is approved by Yavapai County.
EMPLOYEE BENEFITS
Yavapai County Government offers a comprehensive employee benefits package to
Full-Time employees working 30 or more hours per week that includes but is not limited to:
ELECTIVE COVERAGE
PLEASE NOTE
Click here to view our benefits summary. (Download PDF reader)
Yavapai County Government offers a comprehensive employee benefits package to
Full-Time employees working 30 or more hours per week that includes but is not limited to:
- 10 Holidays Per Year
- Annual Leave
- Employee Assistance Program (EAP)
- Health Care Insurance – Medical, Dental, Vision
- Life Insurance
- Long-Term & Short-Term Disability
- Retirement Plans
- Sick Leave
- Tuition Reimbursement Program
ELECTIVE COVERAGE
- 457 Deferred Compensation Program
- Dependent Health Care Insurance - Medical, Dental, Vision
- Flexible Spending Account (FSA)
- Health Savings Account (HSA)
- Short-Term Disability
- Supplemental Life (for employees & dependents)
PLEASE NOTE
- Part-Time, Temporary and Seasonal employees accrue Sick Leave based on hours worked.
- Part-Time employees have limited benefits available.
- Temporary and Seasonal employees are not eligible to accrue Annual Leave.
Click here to view our benefits summary. (Download PDF reader)
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