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Job Description
This position is to provide complex administrative assistance to the Director of Health & Emergency Services and act as liaison between the Division of Health & Emergency Services and professional staff throughout the County. This position also coordinates with community, other County , Stat e, and Federal agencies regarding program/projects, funding, and regulatory statutes.
SUPERVISORY RESPONSIBILITIES
This position does not supervise other employees.
ESSENTIAL DUTIES AND RESPONSIBILITIES TIME SPENT
Provid es administrative assistance to Health & Emergency Services Director and act as liaison between the Division of Health & Emergency Services and professional staff throughout the County. 10% Coordinates with the Director regarding calendaring and scheduling meetings and events. 10% Screens, receives, and follows up on incoming correspondence, arranging them by priority, referring matters to other staff, responding personally on matters not requiring the Director's personal attention, and referring important matters to the Director. 10% Selects items and issues to be filed; organizes and maintains all files, records and documentation. 10% Serves as liaison with community, County, State, and Federal agencies regarding program/projects, funding, and regulatory statutes. 10% Monitors, tracks, researches, and analyzes all time and activity reports and programmatic reports to report to the Director. 10% Monitors IGA, MOU and contract performance with receiving entities. 10% Post items on Gila County website for Health & Emergency Services. 10% Assists the Director in organizational issues by developing alternatives and making recommendations on matters such as organizational structure, budgeting issues, staffing, facilities, productivity, and policy and procedure development and implementation. 10% Performs extensive research for special projects; collect information on operational and administrative problems and perform comprehensive analysis; synthesize information and make recommendations on policy issues; prepare comprehensive administrative, operational, and statistical reports. 10% Performs other duties and responsibilities as assigned.
BUDGET RESPONSIBILITIES
This position reviews, edits and approves for submission department level budget.
PROJECT RESPONSIBILITIES
Provides project research and clerical support on process improvement projects.
ORAL COMMUNICATION DUTIES
This position trains colleagues, explains County procedures or processes, responds to public inquiries and participates in meetings.
WRITTEN COMMUNICATION DUTIES
This position creates or edits documents, internal memos, formal letters, contracts and procedures.
INTERACTIONS WITH THE GENERAL PUBLIC
Interacts extensively with employees, customers, the general public, vendors, regulatory bodies, and other groups and/or individuals and Institutions over the telephone, by email, and/or in person.
INTERACTIONS SPECIFICALLY WITH CUSTOMERS
Continously (More than 70% but less than 85% in a year)
MINIMUM EDUCATION REQUIRED
High School Diploma or
GED. MINIMUM YEARS OF DIRECTLY RELATED EXPERIENCE REQUIRED
Five (5) years of progressively responsible administrative experience or equivalent combination of education, training and experience.
PROFESSIONAL CREDENTIALS REQUIRED
None.
KNOWLEDGE REQUIRED
This position requires knowledge of: Administration and Management; English Language and Composition; Federal, State, Local Laws, Regulations and Statutes; and Law and Government.
SKILLS REQUIRED
This position must be skilled in: Active listening; communicating diplomatically; developing alternative solutions; problem recognition; problem solving; time management; multi-tasking and typing and Data Entry.
ABILITIES REQUIRED
This position must have the ability to: Generate fluent new and useful ideas; solve problems sensibly and swiftly; consider options, risks and benefits; express self orally and in writing; read and write at college level.
PHYSICAL DEMANDS
Occasionally lifts up to 50 lbs of work related materials. Regularly sits to complete reports, write programs and attend to other duties. Occasionally bends to reach and grab work related materials. Occasionally walks to and from work sites.
WORK ENVIRONMENT
Incumbents in this position regularly spends time in office environment. May o ccasionally spend time in automobile to travel to out of town meetings in a support position.
SAFETY RISK EXPOSURE
Incumbents in this position are generally not exposed to safety risk.
PROTECTIVE GEAR & SAFETY MANUALS
Incumbents in this position are required to constantly follow written safety procedures and manuals relevant to the division or department.
CONSEQUENCES OF ERROR
Potential errors can cause inconveniences to other employees, and/or delays in related work areas. Delays of services are possible.
