Administrative Assistant Ii - Office Manager

Position Overview

Duties and Responsibilities

Supervision:

• Supervision of all Management Support office assistants.
• Responsible for organizing work flow and coordination of activities.
• Responsible for adhering to completing daily tasks according to timeline stated in job descriptions.
• Responsible for maintaining an excellent customer service reputation with the community for the department by stressing the importance of being professional and helpful with the public.
• Reviews efficiency and quality of employees.
• Review and submit timesheets biweekly for employees.
• Resolves minor disciplinary problems as needed and refers them to the Deputy Health Director.
• Interviewing and hiring of new Office Assistants for Management Support.

• Responsible for planning and coordinating daily work operations for employees by setting priorities and personnel assignments.
• Responsible for coordinating coverage of employees due to employee changes and/or schedules.
• Responsible for adhering to record retention of all documents set by the State.
• Responsible for employee compliance with policy and procedures.
• Responsible for monthly supply order and inventory for section.
• Update, and implement operating policies and procedures for office staff.

• Responsible for monthly audits of clerical employees and compliance with Quality Assurance Program.
• Responsible for completion of monthly reports.
• Collect data related to employee output and program outcomes to assist agency management in making program decisions when requested.
• Make recommendations, based on data review, regarding project changes.
• Use employee input to identify patterns in the community related to agency priorities.
• Manages all communication pertinent to office assistants.

• Determine equipment, supply, and personnel needs to justify and/or manage budget needs.

• Provides on-the-job training for current and/or new employees
• Identifies and coordinates staff development needs

• Maintains job descriptions annually for office assistants within the Management Support section of Jackson County Department of Public Health.
• Assures the orientation process for new employees are completed in a timely manner or per policies and procedures.
• Assures that supervisor and employee complete yearly appraisals annually.
• Member of Local Emergency Preparedness Committee.
• Member of Management Team.
• Complies and attests to HIPAA regulations.
• Participating in Public Health Preparedness activities as directed by agency management; this employee will be expected to work as needed during public health emergencies, which may result in extended hours and long work shifts.
• Other duties as assigned by supervisor, Health Director, or Deputy Health Director

Education and Experience

Knowledge, Skills and Abilities

• Considerable knowledge of office techniques
• Ability to practice effective communication techniques both orally and in writing
• Considerable knowledge of effective supervisory practices and ability to plan and supervise the work of others
• Ability to analyze, interpret, recommend, and implement policy and procedural guidelines
• Skill in organizing work flow and coordinating activities
• General knowledge of and ability to use correct spelling, punctuation, and specialized vocabulary; ability to proofread
• General knowledge of office accounting and record keeping procedures, mathematics and their application in the work environment
• Ability to learn and apply a variety of guidelines applicable to the work process
• Ability to use a variety of office equipment
• Ability to work with people with courtesy and tact
• Ability to record and compile information based on general guidelines
• Ability to balance and reconcile figures
• Ability to gather and give information and instructions regarding the work process and procedures
• Ability to learn to use specialized office equipment
• Ability to coordinate work of other support staff
• Possess and maintain a valid North Carolina Driver License

Jackson County provides a robust offering of employee benefits including: employer paid medical and dental benefits, participation in the Local Governmental Employees’ Retirement System, paid leave (vacation, sick, and holiday), Employee Clinic, Wellness program, and supplemental benefit offerings.