Job description

JOB DESCRIPTION SUMMARY
The Administrative Aide supports the administrative team by performing a full range of executive related duties in the following capacity: Performs administrative support for the Health Officer, Nursing division, Environmental Health Division and Emergency Preparedness Program. Serves as liaison to the County Administration for personnel functions. This position has responsibility in correspondence, communications, information management; and coordinating department activities.
SUPERVISION RECEIVED: Work is performed under the supervision of the Health Officer
SUPERVISION EXERCISED: None.
ESSENTIAL DUTIES AND RESPONSIBILITIES: An employee in this class may be called upon to do any or all of the following: (These examples do not include all of the tasks which an employee may be expected to perform).

Performs administrative duties

Prepares and maintains records and reports, both paper and electronically
Schedules staff meetings
Creates meeting minutes
Compose correspondence
Maintains paper and electronic filing system
Manage/distribute incoming faxes
Maintains and updates contact information in broadcast fax

Conducts personnel functions

Performs background checks
Performs employee license and credential verification
Coordinates onboarding and off boarding of employees
Serves as liaison to county administrative office for personnel functions

Maintains policies and procedures in both electronic and printed format

Obtains signatures as required
Maintains accurate archive

Manages training needs

Assists departmental trainings
Maintains documentation of trainings

Assists with performance management and quality improvement

Assists with scheduling meetings and maintaining records

Serves as accreditation coordinator

Serves as point of contact for accreditation process
Assembles necessary information and ensures it is submitted as required

FOIA Requests

Prepares approval or denial correspondence to requestor
Completes invoicing paperwork
Maintains accurate log and sends to County Administrator annually or as requested

Assists with grant opportunities

Actively searches for grant opportunities
Coordinates writing of grant applications
Manages grant deliverables

Manage contracts

Facilitate approval through legal counsel
Ensures they are renewed and signed as required

Social media and website management

Creates and post content to social media platforms
Manages department content on county website; ensuring department forms, program information and employee directory is accurate and up-to-date

Serves as the Secretary to the Board of Health

Attends monthly Board of Health meetings
Prepares all documentation for Board of Health meetings, including board packets, notices of meetings and meeting minutes

Maintains information in a confidential manner

Adheres to departmental standards in regard to HIPAA and other privacy laws
Distributes confidential information to appropriate staff
Maintains employee personnel files

During a public health emergency, the employee may be required to perform duties similar to, but not limited, to those in his/her job description
Performs other duties as assigned

JOB QUALIFICATIONS

Excellent written and verbal communication skills
Ability to multi-task - be able to work on multiple projects at a time
Attention to detail in all aspects of work
Professional attitude and demeanor when interacting with county officials, community organizational directors, and members of the public
Basic understanding of Microsoft programs such as outlook, word, excel and power point
Ability to take minutes that accurately reflect the meeting content
Schedule flexibility to accommodate after-hours meetings or events
Possession of a valid driver's license
Willingness to continue professional development through seminars, trainings, and continuing education

PHYSICAL DEMANDS AND WORK ENVIRONMENT

Duties require sufficient mobility to work in a normal office setting and use standard office equipment including a computer, vision to read printed materials and a computer screen and hearing and speech sufficient to communicate in person or over the telephone.
Should be able to bend, stretch, reach and lift up to 25 pounds. An individual in this position needs to move about inside the office occasionally to access file cabinets, office equipment, etc. The work environment involves sitting most of the time in an office environment infrequently exposed to extreme temperature, noise, fumes, dust, etc.
The physical demands and work environment described here are representative of those that should be met by an employee to perform the essential functions of this job successfully. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Additional Information
Department: Health Department
Position #: 11090-01
Overtime Exempt: No
Union: Non-Union/Full-Time (37.50 hours per week)
Pay Grade: NU7529 (Hourly rate listed at the top of this posting)
Work Location: Human Services Building
Fringe benefits include: Health, Dental, Life, Accidental Death & Dismemberment, Short Term Disability, Long Term Disability, Defined Contribution 401(a) Money Purchase Plan, Accrued paid leave, various holidays and optional Vision coverage.
Additional employment information may be found at www.lenawee.mi.us > Government > Human Resources Disclaimer
To perform this position successfully, an individual must be able to perform each essential function satisfactorily. The requirements listed above are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
LENAWEE COUNTY IS AN EQUAL OPPORTUNITY EMPLOYER

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