Executive Assistant - Physical Health / Healthcare Operations

General Description

The Executive Assistant is a valuable member of our Administration team who performs highly responsible and confidential secretarial and administrative work for the Director. Executive Assistant performs administrative tasks requiring the making of responsible decisions in accordance with established policies and procedures and provides assistance and secretarial coverage to administrative staff when necessary.

To be successful in this role, we are looking for someone demonstrates the following:

• Displays good organizational skills and proficiency in Microsoft Word, Outlook and all other computer software programs (such as the EHR) necessary for this position.

• Able to prioritize and work on multiple tasks and completing work in a timely manner.

• Demonstrates ability to interact and demonstrate attitudes of teamwork effectively with all level of staff.

Schedule:37.5 hours per week

Essential Functions

• Responsible for all secretarial support functions to Director, Associate Director or Program Coordinators

• Types all correspondence for the Director, Associate Directors and other members of the Service Area administrative staff as assigned.

• Answers phones, monitors calls.

• Develops and prepares various forms for the director, as needed. Types correspondence, memos and any other required typing for the Service Area. Reviews incoming correspondence and distribute to proper individuals.

• Demonstrates proficiency with computer software to complete tasks

• Makes independent decisions within a defined scope requiring knowledge of program and agency policies and procedures

• May process payments/mail statements and review data entries for accuracy, identifying training issues as needed

• Troubleshoots and solves problems related to office equipment, furniture, and computer hardware and software.

• Exercises independent judgment in making standard programmatic decisions

• Develops and refines office procedures and practices, identifying methods to improve efficiency

• Monitors and follows through with program coordinators to maintain and meet deadlines

• Coordinates the preparation of new hire packets including PAF and submits to Human Resources.

• Coordinates and registers staff at annual association meetings and arranges for travel and accommodations.

• Maintains knowledge and ability to respond to agency inquiries with limited assistance

• Prepares travel reimbursements, procurement card reconciliations, mileage vouchers, expense reports and various forms as requested

• Schedules appointments and meetings for the Director

• Takes and transcribes minutes from various meetings as directed

• Maintains committee membership lists and mailing lists

• Evaluates, prioritizes and completes daily work flow independently

• Represents the LCHD professionally and courteously in interactions and correspondence with Councils and/or Board of Health as directed

• Interacts with council members, association members and consultants regarding administrative needs.

• May act as Secretary for Lake County Community Health Center Governing Council; prepares meeting agenda and packet information, records meeting minutes, and interacts with council members as needed

• May create or oversee the creation of correspondence of a confidential nature for the LCHD proofreads and reviews as necessary

• May collect/review data or information and compile/prepare for presentations as directed

• Tracks TB testing of service area as needed; tracks professional licenses of staff for compliance with requirements as needed.

• Performs specialized research as directed

Knowledge Skills Abilities and Education Required

• Associate's Degree or equivalent experience (business/office certifications and four (4) years of relevant experience

Supplemental Information

As the largest human service provider in Lake County, we believe that services must be available without barriers. No residents are turned away due to the inability to pay. We believe in providing services in an environment of mutual respect, free of discrimination or bias. Whether assuring accessible and effective care, impacting policy, or assessing and monitoring risks, the Lake County Health Department and Community Health Center has been an essential part of the public health system in Lake County for 60 years. We are looking for passionate, qualified team members who can help make a difference in our agency and, most importantly, in our community.

Additional information about the Lake County Health Department, our culture, and why you should join our team can be found at https://lakecountyil.attract.neogov.com/health-department.

Currently, you must reside inIllinois or Wisconsin to work for the Lake County Health Department. Any offer of employment is conditioned on the successful completion of a background screening, drug and alcohol testing and may include a pre-employment medical exam.

The Lake County Health Department and Community Health Center is an Equal Opportunity Employer. We evaluate qualified applicants without regard to race, color, religion, sexual orientation, gender identity or gender expression, national origin, disability, veteran status, and other protected characteristics.