Executive Administrative Specialist - Public Health
***Typical Hiring Range: $45,003.91 - $46,354.03 annually***
***Salary to be commensurate with qualifications***
Responsible for providing administrative support to the Public Health Director and the Administration Office of El Paso County Public Health. Performs a variety of administrative duties; answers correspondence and assembles highly confidential and sensitive information.
- Performs complex and confidential administrative functions for the Public Health Director and Administration Office of El Paso County Public Health.
- Schedules and organizes complex activities such as events, meetings, travel, conferences, and staff trainings including Basic Life Support/CPR training with instructors.
- Develops executive correspondence, visual presentations and content for internal/external audiences to include elected officials.
- Performs desktop publishing and website updates; ensures content is accurate. Coordinates with programs relating to content on intranet and public facing website.
- Organizes and prioritizes high volumes of information requests and phone calls; responds in a timely manner. Represents El Paso County Public Health on online and telephonic questions and concerns with accurate information on a variety of topics, frequently under time constraints.
- Manages special projects, which may include collaboration among many programs to develop, plan and coordinate presentations or disseminate information that requires appropriate research. Develops and implements evaluation tools and/or a metrics component to measure project success and completion timeline.
- Answers and screens incoming calls, takes messages, determines the purpose of the call and provides information directly or refers the call to the proper person or office. Acts in a diplomatic and courteous manner to soothe upset callers and/or visitors and provides accurate and detailed information and/or directions. Works in cooperation with other staff to cover phones; fills in at reception desk as needed.
- Develops and designs general business communication including letters, memos, charts, tables, graphs, internal and external signage, meeting minutes, and business plans. Proofreads copy for spelling, grammar, and layout, making appropriate changes in adherence to agency writing and branding standards. Responsible for accuracy and clarity of final copy.
- Generates and processes financial documents to include check requests, purchase requests, travel requests and contracts.
- Assists in management of operational tasks to include, but not limited to, fleet management, facilities requests, contractor scheduling, workforce development and certification monitoring, coordination and database management, internal and external website updates, and security coordination.
- Attends administrative monthly meetings.
- Assists with administration and communication-related policies, procedures, manuals, flyers, and tools.
- Supports/assists other program administrative professionals and Grants and Purchasing Coordinator as needed – to include processing and issuing petty cash, doing daily deposits, and working with armored transport service.
- Performs other duties as required.
Qualifications
- Bachelor's Degree in Business Administration, English, Communication or a related field preferred.
- Minimum five (5) years administrative experience preferred.
- Ability to effectively plan, schedule, and organize.
- Ability to communicate effectively, both verbally and in writing with proper regard for spelling, grammar and punctuation.
- Interpersonal skills to handle sensitive and confidential situations; ability to maintain the security of sensitive and confidential information.
- Must possess a high level of attention to detail.
- Skill in demonstrating a cooperative, professional attitude to cultivate relationships both within and outside the organization.
- Demonstrated strong analytic and critical thinking skills. Ability to gather and summarize data, find solutions to various administrative problems, and prioritize work.
- Skill in Microsoft Word, PowerPoint, Excel, Outlook, Access, desktop publishing, design/layout, website content management systems, online business platforms and complex database and software systems.
- Ability to communicate, motivate, and organize projects among a broad spectrum of personnel frequently under deadline pressure.
- Skill in developing presentation materials to convey complex program information to various groups with different levels of understanding of the organization's programs and activities.
- Ability to identify results of efforts and problems identified/potential problems and to develop and recommend corrective actions to supervisor.
- Skill in prioritizing and organizing multiple tasks and the ability to complete projects in a timely manner. Ability to respond in a flexible manner and reprioritize work as situations change.
- Ability to identify problems and work creatively to resolve them, considering the impact of actions on Public Health. Ability to demonstrate sound judgment by taking appropriate actions regarding questionable findings or concerns.
- Knowledge and understanding of agency and county policies and procedures.
- Maintain regular and punctual attendance.
- An equivalent combination of related education and experience may be substituted for the education and experience requirements above.
- Must pass conditional post offer background investigation, drug screen and motor vehicle record check.
Licenses/Certificates
Must possess and maintain a valid Colorado Driver's License.
Work Conditions
Work is primarily performed in an office environment; some travel may be required. Public Health employees are responsible for providing proof of vaccinations and/or tuberculosis testing as applicable to the specific position and must provide proof of completion of required vaccinations/testing or proof of initiation within sixty (60) days of hire date.
This job announcement is not intended to be inclusive of all functions, responsibilities and qualifications associated with the position, however, representative of the essential job functions and typical criteria considered necessary to successfully perform the position.
APPLICATIONS MUST BE FILED ONLINE AT: http://www.elpasoco.com For inquiries please call: 719-520-7401.
Each applicant is considered only for the current vacancy indicated on your application. It is the responsibility of the applicant to monitor any future openings and to submit a separate application for each position. Incomplete applications will not be considered. Any new employee and rehires must provide documentation of authorization to work as required by the Immigration Reform and Control Act of 1986 (PL99-603).
EL PASO COUNTY IS AN EQUAL OPPORTUNITY EMPLOYER