Description

• Provide direct administrative support for IVP programs including SANE, RPE, Suicide Prevention, and FGC.
• Manage the Section manager's calendar, coordinate meetings, and arrange travel.
• Serve as a liaison between the IVP Section Manager and program staff, relaying assignments, and status updates.

• Screen and prioritize incoming correspondence, identifying critical items for immediate action.
• Provide secretarial support, ensuring accuracy and compliance with DOH requirements.
• Coordinate and prepare reports, budgets, contracts, and grant proposals.
• Handle personnel issues such as recruitment, onboarding, and training.

• Develop and manage office processes and procedures to align with departmental policies.
• Create training materials and conduct presentations for IVP staff.
• Track routine processes, including updating confidentiality statements and work schedules.
• Participate in the OHSC Administrative Team to improve administrative systems and coordinate cross-office duties.
• Process and track equipment and supply purchases, including handling surpluses.

• Arrange travel for IVP staff and non-DOH employees sponsored by the Department of Health.

• Four (4) years of secretarial, bookkeeping, accounting, or general office administration experience.
• Adminsitrative or clerical experience in state or county government.
• Experience working in a large organization.
• Experience in setting up, providing technical support, and facilitating virtual and in-person meetings using various platforms and software (e.g., Zoom, Microsoft Teams).
• Experience using MS Word to create, format, and edit documents and templates: use styles, tables, and track changes.
• Experience using MS Outlook to manage emails, calendars, and contacts; schedule meetings; set up rules and alerts.
• Experience using MS Excel to create and format spreadsheets; perform basic calculations; use simple formulas and create basic charts.
• Experience using PowerPoint to create and format presentations; add slides and images; use basic animations and transitions.
• Experience/skill in supporting an organization's social media or website by creating and scheduling posts; engaging with users; using basic tools and analytics on platforms.
• Experience supporting an executive, managers, and multiple teams

• A cover letter (without personal pictures) describing how you meet the qualifications and why you are interested in this position.
• A current resume (without personal pictures).
• Three (3) or more professional references, to be listed in your profile under the references section, which includes at least one supervisor, peer, and (if you have supervised staff) someone you have supervised or led.
• Attachments: Do not attach any documents that include photos, letters of recommendation, or private information (transcripts, social security number, year of birth, etc.).

• Work a full-time 40-hour work week Schedule (Note: Flexible work schedule requests will be considered pending supervisor approval.)
• Occasionally adjust work schedule to meet business needs, which may include evenings and weekends.
• Perform my work remotely at home or in-person at the DOH site location designated for this position.
• Travel occasionally, either alone or with another person, overnight, for several days and/or out of state.
• Legally operate a state or privately-owned vehicle OR provide alternative transportation while on state business.
• Occasionally move objects and materials as much as 25 pounds.
• Participate in emergency response exercises and emergency events/high-priority assignments as assigned.

Supplemental Information