Administrative Coordinator - Temp

What Success Looks Like In This Job

Under limited supervision, perform multiple complex administrative, project and change management, financial, logistical and strategic duties for the Performance and Business Excellence Division within the Adams County Health Department (ACHD). Working closely with the Administrative Support team and the Performance and Performance Management and Quality Improvement (PMQI) team. In addition, provide exemplary customer service support in the form of responding to inquiries from internal and external customers. The individual in this position may handle a wide variety of confidential and challenging situations that require tact and discretion.

This position will be responsible for complex administrative duties to support all Health Department staff. The position duties include but are not limited to creating and maintaining documents and data systems, responding to process and program-related inquires, using critical thinking to make decisions, expense tracking, event/meeting planning, ordering supplies, answering the phone, and in-person customer inquiries.
This position will provide excellent customer service to both internal and external customers.

The anticipated hiring range for this role is $28.998 - $33.348, while the full salary range is $28.998 - $40.597.

Examples of Duties for Success

Learning Responsibility:
Must commit to a learning mindset and continuous improvement regarding diversity, equity, and inclusion in all aspects of work within Adams County and Adams County Health Department including management style, work style, training, and communication and evaluation. As well as continuous process improvement and innovation to align with the departmental strategic plan, values and purpose.

Action-related responsibility

• Schedule and maintain a calendar for the activities, meetings, and various events, including arranging meetings, conferences, and civic functions; handling all logistical matters; and coordinating activities with other departments, the public, and outside agencies.
• Assist with logistical matters across the department.
• Maintain membership, registrations, sponsorship payments, and spreadsheets
• Receives, logs, tracks and maintains records for all Colorado Open Records Act (CORA) requests, collaborating with the Assistant County Attorney as needed.
• Compile requested documentation and reports for the executive leadership team.
• Tracking and compiling documentation to support the Public Health Accreditation Board application process.
• Maintains a county-issued purchase card and file of receipts and follows county-wide policies to complete the reconciliation process.
• Reconciles the Executive Director and Deputy Executive Director’s monthly purchase card reports and travel and/or per diem expense reports.
• Supports the documentation and follow-up of Performance Management and Quality Improvement outcomes.
• Support the department's SharePoint sight
• Serve as the Acting Secretary in the absence of the Board of Health Secretary.
• Maintain a high level of confidentiality in all work areas.
• Organizes workload and sets priorities for assigned areas of responsibility. Review the status of projects and activities under your own and supervisor’s authority to ensure timely completion.
• Performs both internal and external work in a way that is equitably inclusive and effective within the diverse communities we serve.
• Regularlyassessesworkandsupportschangestoremovesystemicbarriers,buildsystemsthataddressinequities,andintegrateareas of work.
• Createsandmaintainspartnershipsandprocessesthatsupportandintegratediversity,equity,andinclusionintoallaspectsofdepartmentwork including internal and external goal setting.
• Prioritizes transparency and supports an open-door culture.

• Using excellent customer service skills, receives and screens telephone calls and visitors through a multiple-line telephone console in the office.
• Provides information on a variety of matters requiring thorough knowledge of agency services, policies and procedures, and applications necessary research to respond to inquiries. Refers more technical and complex matters to the appropriate program or person.
• Provides technical assistance and advice to staff in the use of department computer software applications, or the peripheral office equipment.
• Proficiently handles confidential matters and collects information as requested for the use of the supervisor. Uses critical thinking and appropriate actions in absence of the supervisor within scope of assignment.
• Administers various administrative programs for the department using initiative, sound judgement, and critical thinking skills. Acts as the contact, responding to inquiries, and ensuring appropriate procedures are followed.
• Establishes and maintains effective working relationships with other ACHD employees, representatives of other departments, businesses and members of the community.
• Work closely with other administrative staff across the department and county to ensure the smooth functioning of the department and achievement of departmental goals.

• Provides complete business administrative support for various programs across the entire department.
• Performs work processes accurately and completes a relatively heavy workload in a timely manner, often times with minimal supervision.
• Maintains intermediate operational knowledge of personal computers, related equipment, and software including word processing, specialized databases.
• Maintains and updates routine filing systems, files, and records such as database files, mailing lists, and related materials.
• Receives and sorts incoming correspondence, reports, and other materials. Determines those items that can be handled personally the supervisor, appropriate staff, or divisions. Reviews outgoing materials for completeness and accuracy.
• Maintains excellent verbal and written communication skills, including English language use, spelling, plain language, and grammar determine correctness, suitability, and acceptability of documents for processing. Uses current business letter writing techniques effectively and accurately.
• Accurately performs data entry and maintains computer systems or databases. Proofs data entry and corrects errors.
• Possess excellent organizational skills, strong attention to detail, and the ability to multitask in a fast-paced environment.

Qualifications for Success

Knowledge of:

• Officeadministration/management functions includingcustomer service, accounting,and records management.
• Standard accounting procedures and principles including expense reconciliation, account coding, and accounts receivable.
• Advancedoperationofpersonalcomputers,relatedequipment,andsoftwareincludingwordprocessing,spreadsheets,anddatabases,Microsoft Word, Excel, Access, Outlook, PowerPoint, and the Internet.
• Visio or Lucid chart experience preferred.
• Experience with SharePoint preferred.
• Ability to pay close attention to detail to ensure the completeness and accuracy of work performed by oneself and/or others.
• Ability to work without close supervision and ensure that work tasks are completed on time and of high quality. Includes being able to perform work tasks without significant amounts of direction and guidance.
• An ability to speak with a variety of audiences in a clear, concise, and organized manner to effectively convey information. Includes the ability to appropriately tailor the level of communication to the audience.
• Proper use of the English language.

More Qualifications for Success

Education: High School diploma or equivalent demonstrating completion of the twelfth grade is required. A bachelor’s degree preferred.

Experience: Minimum of three (3) years previous experience in administration or business support demonstrating increasingly responsible experience.

Working Conditions and Physical Requirements:
This role remains in a semi-stationary position, often sitting or standing for prolonged periods of time. Occasionally, this role will move by walking or traveling from one department to another, or by traveling from one worksite to another. This position’s physical demands are work that includes moving objects up to 20 pounds.
This role constantly communicates with others to exchange information by speaking and writing, and that includes repeating motions that and/or fingers. This position will be asked to self-assess accuracy, neatness, and thoroughness of work assigned.
This position can expect no adverse environmental conditions as work is performed in an office building.

Background Check: Must pass a criminal and motor vehicle background check.

Adams County complies with Colorado’s Job Application Fairness Act (“JAFA”). JAFA prohibits employers from asking individuals to disclose their age, date of birth, or dates of school attendance or graduation on an initial employment application. However, additional application materials such as certifications and transcripts containing this information may be required for certain positions; if such additional materials are requested, applicants may redact information that identifies the applicant’s age, date of birth, or dates or attendance or graduation.