Office Assistant III - Public Health Administration

Public Health, 850 N. 6th, Abilene, Texas, United States of America Req #254
Monday, May 9, 2022

GENERAL DESCRIPTION

Under general supervision to provideadministrative support to the Abilene-Taylor County Public Health District senior leadership team. This includes preparing various forms of internal and external communication such as emails, memos, presentations and reports, managing calendars, setting up meetings, creating agendas and taking minutes, and responding to various inquiries from internal and external stakeholders.

SUPERVISION EXERCISED

May exercise functional supervision over clerical staff and systems.

IMPORTANT AND ESSENTIAL DUTIES

Support the ATCPHD Senior Leadership Team (Director, Assistant Director and Director of Nursing) in all aspects of the Health Department including budgeting, auditing, boards, and special projects.

Oversee and review the work activities of assigned staff and systems.

Serve as point of contact for other City of Abilene departments, ATCPHD divisions, employees, and external partners.

Respond to and resolve difficult and/or sensitive citizen inquiries, and when necessary, escalate these situations to senior leadership.

Prepare various forms of internal and external communication such as emails, memos, presentations and reports. Send out daily communication to all staff regarding staff outages and key reminders/new information.

Plan, set up and attend meetings as appropriate. Develop and disseminate agenda; collect and maintain meeting supporting documentation; record and prepare drafts of meeting minutes, and within established time frames, provide drafts for review by supervisor, division manager, and/or health director or assistant director.

Help facilitate the onboarding and off-boarding processes including, but not limited to preparing and submitting required HR documentation, conducting new employee orientations, providing tours and introductions. Request new IT accounts and terminates old accounts. Manage the Health email distribution list, adding and removing staff as appropriate.

Draft, coordinate, and updates policies and procedures. Notify staff of changes at monthly staff meetings.

Participate in the development and entry of ATCPHD annual budgets.

Assist ATCPHD Senior Leadership Team with travel arrangements.

OTHER JOB RELATED DUTIES

When appropriate, assists the Media Specialist and Grant Manager with special projects such as responding to social media inquiries and dispensing the ATCPHD newsletter.

Notify providers and staff of changes, modifications, or additions important to the programs involved.

Perform related and specialty duties and responsibilities as assigned.

KNOWLEDGE, SKILLS AND ABILITIES

Knowledge of:

Public Health District functions, processes and requirements.

Administrative management, health information management, office management and secretarial principles, procedures and practices.

Office equipment, filing systems, and office procedures.

Skill to:

Use data entry techniques at a speed necessary for successful job performance.

Use health information systems independently; office systems such as Microsoft Office Suite including Word, Excel, and PowerPoint, and Internet-based systems such as Google Drive.


Ability to:

Maintain confidentiality and perform responsible administrative, clerical and management work with accuracy, speed and minimal supervision involving the use of independent judgment and personal initiative.

Communicate clearly and concisely, both orally and in writing.

Develop and maintain accurate record keeping systems.

Establish and maintain cooperative working relationships with those contacted in the course of work, both internally and externally.

Follow and embrace the City of Abilene Core Values – Respect, Integrity, Service Above Self, and Excellence in All We Do.


Experience and Training Guidelines:

Any combination equivalent to experience and training to provide the required knowledge, skills, and abilities may be qualifying.Knowledge, skills, and abilities may be obtained through:

Experience:

Five (5) years of administrative, clerical and/or office management is required.

Two (2) years of public health or community health experience is preferred.

Education/Training:

An associate’s or bachelor’s degree in health, business, or a related field is preferred.

License or Certificate:

A valid current Texas driver’s license, the ability to obtain one within ninety (90) days of employment, or a military waiver is required.

Special Requirements:

Essential duties require the following physical skills and work environment:

Work is performed in a standard office environment, but some work may be performed in a non-standard office environment such as in a mobile or temporary location.

Exposure to cold, heat, noise, outdoors, vibration, chemicals and biological hazards.

Ability to sit, stand, walk, run, kneel, crouch, stoop/squat, crawl, twist, and climb.

With or without accommodation, ability to lift up to 50 pounds.

Potential exposure to persons with various infectious/non-infectious diseases.

Ability to travel to different local sites as well as other required travel in conjunction with ATCPHD objectives.

Work may be completed outside of traditional business hours as this position is subject to emergency call back and response.

Other details

  • Pay Type Hourly
  • Min Hiring Rate $15.72
  • Max Hiring Rate $18.92
This posting is inactive.
Location on Google Maps
  • Public Health, 850 N. 6th, Abilene, Texas, United States of America