LEAD Administrative Assistant Position Available In Edgefield, South Carolina

LEAD Administrative Assistant

Salary
$34,138.00

• $39,715.00 Annually
  Location Edgefield County, SC
  Job Type
  FTE
• Full-Time
  Job Number
  174941/61007300
  Agency

SCDPH-PH

Region-Midlands
Opening Date
03/31/2025
Closing Date
4/18/2025 11:59 PM Eastern

Class Code:

AA75

Position Number:

174941/61007300

Normal Work Schedule:

Monday

• Friday (8:30
• 5:00)
  Pay Band
  Band 4
  Hiring Range
• Min.
  $34,138.00
  Hiring Range
• Max.

$39,715.00
Opening Date
03/28/2025
EEO Statement
Equal Opportunity Employer

Agency Specific Application Procedures:

Please complete the state application to include all current and previous work history and education. A resume may be uploaded for review but will NOT be used to determine if an applicant has met the qualifications for the position or substitute for completing any section of the application. Supplemental questions are considered part of the application and must be completed. The quality of the application presented (completeness and accuracy as well as grammar and spelling) will be considered prior to the offer of an interview. A criminal records check will be conducted prior to an offer of employment.
Veteran Preference Statement
South Carolina is making our Veterans a priority for employment in state agencies and institutions.

DESCRIPTION

BENEFITS
QUESTIONS
Job Responsibilities
Careers at

DPH:

Work that makes a difference!
Embracing Service, Inspiring Innovation, Promoting Teamwork, Pursuing Excellence, and Advancing Equity
Under the supervision of the assigned Operational Manager the, LEAD Administrative Assistant will manage the Administration team in the areas of Immunizations (IZ), Women, Infants, and Children (WIC), and Preventive Health (PH) to serve the needs of the clients of the programs.

Management of Clinical Administrative Services:

• Supervisor staff assigned to the health departments, provides guidance, orientation, programmatic training, and cross training as required.
• Coordinate adequate administrative staffing through collaboration with the health department manager, operations, and supervisor of staff assigned to the health department.
• Help to provide solutions and encourages creative thinking related to day-to-day operational issues and challenges; reports violations of agency policies, procedures, and guidelines to the immediate supervisor of staff assigned to the program.
• Provide input related to the performance appraisals annually for direct reports.
• Manage time and leave for all direct reports weekly and when requests of leave submitted.
• Collaborate with Operations Manager and program supervisors regarding rescheduling clients. In collaboration with program employees participate in recruitment, selection, retention and training of employees.
• Mentor frontline employees for professional development; collaborate with program supervisors for adherence to DPH policies, procedures, guidelines, and standards regarding customer service, patient access, productivity, confidentiality, management of electronic medical records, and billing errors and corrections; works in harmony with Operations Manager and regional leadership and in collaboration with program leadership, collects, analyzes, organizes, and summarizes data for performance measurements, reporting, and decision-making and developing and implementing processes and procedures to enhance clinic operations.
• Participate in audits and the development and implementation of corrective action plans to ensure compliance with laws, rules and regulations that impact health department operations:
• Request footprints, Cerner maintenance tickets, Simon, AppXtender, and ensure IT issues are resolved; assist with monthly site meetings; Regional Management ( RMT) monthly meetings and minutes; ensure appropriate material ordering, including , communication resources, and all DPH forms.
• Coordinate the requesting of interpreter services and reporting issues as necessary; monitor the performance and outcomes of administrative service delivery within the health department through customer service surveys; participate on team(s) which promote and improve service delivery to coordinate client services through collaboration on RMT and community events.
• Work with the Operational Manager, and Program Management to monitor, implement, and ensure administrative program goals and objectives are met; provide assistance to review and assist with client complaints and ensure that grievances are addressed and resolved or elevated to the appropriate person in a timely and responsive manner.

Clinic Services:

• Provide direct administration to client services in Preventive Health (PH), Immunizations (IZ), Maternal Children Health (MCH) and Women, Infants, and Children (WIC); and Medical Records.
• Meet, interview, and directs public health clients per program policies on-site and remote services.

Facility Management:

• Responsible for daily functions that support facilities management and clinic operations; provide general facility support to all staff assigned to the health department; daily opening and closing of health department building, to ensure the appropriate signatures.
• Collaborate with supervisors of multiple programs to assist with office supply inventory, ordering, and procurement processes and procedures; ensure and coordinate sites janitorial contracts in addition to ordering supplies, being involved in inspections and communication of facility needs; maintenance of site-specific email groups and phone list; bank deposits for vital records, immunizations, and preventive health services, which includes, preparation, reconciliation, taking deposits to the bank, appropriate scans, and emails to accounts receivable, and preparing documents for courier; ensure change fund is obtained and verified to have appropriate currency to make change as neededl; monthly audit of change fund and assigning current up to date utilizing UPS, FedEx, distribution services for pickup.
• Adhere to policies to include the correct funding sources.

Serves as back up to the point of contact for contracted services and county maintenance/facility requests. Provides assistance with safety emergency mock drills (fire, bomb, tornado, active shooter) and evacuation plans. Ensuring that work environments are as free as possible from occupational and environmental hazards, such as chemical, physical or psychological agents that may affect employees’ health and safety. Coordinate with fire marshal visits and maintenance of site fire extinguishers; Back-up to the Building Emergency Coordinator who is responsible for safety at the site, communicates safety processes, leads the safety committee and is the primary communicator with emergency personnel; collaborate on corrective action plans from Safety Inspections, Back

• up to the Operations Manager to address visitors who are recording, taking photographs or trying to interview in areas where the identities of patients and clients may be compromised; Liaison for Worksite Wellness screenings; Coordinate shred pickup and appropriate documentation of process and monthly coordination of pest control and maintenance; Maintenance of COVID test kits, distribution and reporting to appropriate management.
• Responsible for vehicle management; manage facility’s room use and or reservations; attend assigned community meetings, community advisory boards, and all outreach; provide MOA coordination with external partners with specific lab
  courier distribution; assist with WIC Formula inventory and EBT card inventory; serve as VFC backup coordinator and receives vaccine shipments, if applicable.

Medical Records, Reception and Switchboard:

Supervise all functions and operations of medical records which includes, but not limited to, batch files, archiving, ARMS, chart request, retention schedules and monitoring/completion for pending transfers in the CARES system; provide direct medical records duties when applicable; responsible for reception area of the Health Department; greet customers who enter the building, provide community resources, checks in client, schedule appointments, direct the client to appropriate clinic and program, ensure reception desk has coverage, document, track safety kits (NARCAN) and COVID test kits to customers; Responsible for switchboard: answers phone and direct calls appropriately internal and provide external community resources phone numbers and addresses, schedule appointments and ensure switchboard coverage.

Emergency Preparedness:

Public Health Preparedness and Emergency Response; participate in and perform administrative coverage in medical needs shelter, POD, or EOC. Participate in and/or responds to Public Health Outbreaks and other priority response efforts; provide assistance to maintain activities and all distribution.
Minimum and Additional Requirements

State Minimum Requirements:

A high school diploma and work experience that is directly related to the area of employment. A bachelor’s degree may be substituted for the related work experience.
Institutions of Higher Learning must be recognized by the Council for Higher Education Accreditation.
Applicants indicating college credit or degree(s) on the application may upload an unofficial copy of the transcript as an attachment to the application. Please note that the agency will require an official, certified copy of the transcript or diploma prior to hiring.

Agency Requirements:

One (1) year of public health management or strong leadership skills and/or work experience may be substituted for supervisory experience.
Preferred Qualifications
One (1) year of supervisory experience preferred but not required. Additional Comments

Driving Record:

If this position requires the applicant to possess a valid driver’s license to operate a state vehicle or personal vehicle, any applicant being considered in the final stages of selection for the position will be required to provide a certified copy of a ten (10) year driving record.

Equal Employment:

SCDPH is an equal employment opportunity and affirmative action employing agency. We are committed to a diverse workforce. SCDPH does not discriminate on the basis of race, color, religion, sex (including pregnancy), national origin, age (40 or older), disability or genetic information.

Reasonable Accommodation:

Applicants needing an accommodation for medical reasons or a sincerely held religious belief may submit a request for an accommodation. A reasonable accommodation may be granted if it doesn’t impose an undue hardship or pose a direct threat to the health and safety of others.

Immunization Requirements:

All new employees who are healthcare providers will be required to provide documentation of immunity or be immunized against measles, mumps, rubella, pertussis, varicella, and Hepatitis B prior to beginning employment.
The South Carolina Department of Public Health offers an exceptional benefits package for Full-Time positions that includes:

• Health, Dental, Vision, Long Term Disability, and Life Insurance for Primary Member, Spouse, and Children.
• 15 days annual (vacation) leave per year
• 15 days sick leave per year
• 13 paid holidays
• State Retirement Planand Deferred Compensation Programs
  Employer
  State of South Carolina
  Agency

SCDPH-PH

Region-Midlands
Address
400 Otarre Parkway
Cayce, South Carolina, 29172
Phone
803-898-7308
THE

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