Job Role Summary

This position is responsible for serving as an Administrative Assistant to the Director of Maternal & Child Health and the Workforce Director. The person in this role will also be responsible for providing support for all maternal and child health-related and public health infrastructure matters.

Associated Job Duties

• Performs secretarial duties which include but are not limited to typing all correspondence, reports, minutes, etc. from a variety of sources; filing, sorting and distributing mail, requisitioning materials, scheduling appointments and meetings, answering phone calls and directing visitors. 
• Verifies mileage claim forms monthly by checking figures and providing tape-runs.  Prepares cover page and sends to payroll for further routing. 
• Arrange travel schedule and reservations for staff as requested.
• Provide assistance to department administrators and their support staff as requested (e.g. questions on administrative procedures related to travel, reimbursements, and mileage claims).
• Develops and maintain an electronic and paper filing system, including confidential files, locate files and documents and other information as necessary; research and provide information on subjects as required; refer requests for specific information about technical or specialized matters to appropriate personnel, departmental/organizational-related.
• Enters and processes requisitions in SAP for the MCH Department and Workforce Development Program area. 
• Outflow of office goods; arrange for repair and maintenance of office equipment; receive, store, and maintain inventory of office supplies and equipment; send, receive and sort mail and other packages; photocopying and faxing. 
• Arrange meetings and schedule conference room reservations for the Maternal & Child Health and Workforce Directors as requested. 
• Review, track, and forward as-needed requests and approvals (e.g., travel requests and reimbursements, tuition reimbursement requests from the department. 
• Demonstrates flexibility in dealing with changing work demands. 
• Has access to confidential information.  Always comply with HIPAA regulations.  Follows or takes appropriate procedures to protect and keep information confidential. 
• Participates in a minimum of two H.O.P.E. events totaling a minimum of eight (8) hours annually; occasional evenings or weekends may be required to assist with health fairs or other departmental/organizational activities and special events. 
• Participates in public health emergency preparedness exercises and in the response to public health emergencies, as directed; must complete NIMS training 
• Has knowledge of and complies with all Personnel Policies and Procedures as established by Health and Hospital Corporation.

Qualifications

Completion of high school with some formal post-high school business training and 6 years progressively responsible secretarial experience in a highly demanding work environment. 
 

Knowledge, Skills & Abilities

• Must be able to use basic office equipment: fax machine, copier, computer, typewriter. Proficient with Microsoft Office (Word, Excel, Access and Powerpoint).
• Correct grammar usage and interpersonal communication skills. 
• Ability to communicate effectively, using tact and diplomacy with wide variety of individuals within and without the Corporation.
• Prioritize work effectively with minimal supervision.
• Make timely decisions to meet changing circumstances/frequent deadlines under pressure.