PT Office Manager

To apply online, please visit https://www.eriecounty.oh.gov/EmploymentOpportunities.aspx or apply in person at Human Resources 2900 Columbus Ave. Sandusky, OH 44870.

Distinguishing Job Characteristics

Provides administrative support to Erie County ADAMHS Board including, but not limited to arranging meetings, taking, and transcribing minutes, maintaining databases, answering phone calls, greeting visitors, and handling correspondence. Monitors and maintains stock office supplies and equipment.

Essential Duties and Responsibilities

• To perform this job successfully, an individual must be able to satisfactorily perform each essential duty listed below. Reasonable accommodations will be made for disabled persons, covered by the Americans with Disabilities Act, in accordance with its requirements.
• Compiles Board correspondence and agenda items in collaboration with the Executive Director and Board Chairperson to ensure the smooth and orderly flow of monthly meetings. Executes mailing of these items to the appropriate parties.
• Takes, transcribes, and maintains minutes from Board meetings, Executive Director, and others. Records Board actions in Minute Book. Performs the necessary tasks to follow up on Board actions.
• Maintains a current list of all Board members, their appointing authority, terms of office, attendance of monthly meetings, and annual training. Under the direction of the Executive Director, coordinates communication relative to board member appointments, recruitment, and orientation.
• Record all Open Board Meetings and retain electronic copies in a shared electronic folder designated by the Executive Director.
• Greets visitors, promote goodwill, and directs visitors to requested parties or provides routine information. Answers phone calls, screens calls, provides routine information, sets appointments, and directs callers to the appropriate party.
• Daily dispersal of incoming and outgoing mail/correspondence, all checks stamped and expediently delivered to the Fiscal Manager.
• Under the direction of the Executive Director, coordinates special events (i.e. Fairs, Public Forums) and assists with general Public Relations/Public Awareness activities.
• Coordinates Board, committee, program, and community meetings, including, but not limited to, scheduling and reserving meeting sites, table arrangement, and seating, equipment needed, providing refreshments, arranging invitations, confirmation of activities, and providing CEUs for training.
• Works in conjunction with staff on the development and submission of various reports.
• Inventories, maintains, and/or updates general office supplies.
• Monitors the condition, maintenance, and need for upgrades of copier and other office equipment. Creates contracts and schedules service calls and follow-ups for all office maintenance and equipment.
• Develops and maintains mailing lists and contact/stakeholder databases.
• Performs clerical duties as requested. Make deposits with the Erie County Treasurer’s Office as needed.
• Distribute online and paper articles written about the Board to all Board Members and Staff. Coordinate purchasing of supplies while ensuring the lowest and best price is obtained.

Other Duties and Responsibilities

• Represents the Board in various community forums as requested by the Executive Director (i.e. Chamber of Commerce events, stakeholder meetings)
• Function as a back-up to Finance Manager in managing finance responsibilities in his/her absence

Scope of Supervision

• None

Equipment Operated

• Computer; calculator; copier, fax machine, multi-line telephone; and other general office equipment.

Contact With Others

• General public, Board, staff, volunteers, consultants, auditor’s office staff, contract agencies.

Confidential Data

In performing the majority of duties, this position is responsible for providing technical and financial assistance to group health plans sponsored by the State of Ohio. In providing assistance that allows the administration of these plans, this position will have limited access to health information about individual enrollees that is protected by law (protected health information). To ensure that privacy rights of enrollees are respected, this position is required to only access and use any protected health information needed for the purpose of ensuring proper plan operation and administration. Any other use of protected health information is prohibited. This position is also prohibited from disclosing any protected health information to any outside party without the written authorization of the Privacy Official.

Working Conditions

• Normal office working conditions with possibility of exposure to threats from clients.

Usual Physical Demands

The following physical demands are typically exhibited by position incumbents performing this job’s essential duties and responsibilities. These physical demands are not, and should not be construed, to be job qualification standards, but are illustrated to help the employer, employee and/or applicant identify tasks where reasonable accommodations may need to be made when an otherwise qualified person is unable to perform the job’s essential duties because of an ADA disability.

While performing duties of this job, the employee frequently sits for periods of time while performing administrative tasks, and regularly stands and walks. Moves boxes of files and various pieces of office equipment, weighing up to approximately 25 pounds, moves tables and chairs when setting up meetings. Employee frequently listens while taking minutes at meetings. Vision demands include close, relatively detailed vision, while entering information onto computer and creating promotional materials. While performing the duties of this job, the employee regularly exhibits manual dexterity when performing data entry operations and other tasks.

Required Knowledge, Skills, and Abilities

• Knowledge of: advance administrative office practices and procedures, agency operations; programs, operations, laws, rules and regulations governing Federal, State, and board contracts; English word usage, spelling, grammar, and punctuation; basic mathematical calculations of fractions, decimals, and percentages; bulk mail rules; public relations activities; events coordination.
• Ability to: present information in an orderly and concise manner, transcribe meeting minutes, establish and maintain effective work relationships with associates and job contacts, maintain confidentiality of protected and sensitive information, organize and coordinate meetings and functions, exhibit a pleasant appearance and manner while greeting visitors and callers, answer general inquiries, proceed alone on regular duties, proof contracts, provide direction and supervision to temporary clerical personnel and volunteers.
• Skill in: typing, public relations, event coordination, organization, listening, maintaining accurate and complete records, preparing correspondence on routine matters, writing, communications, proficiency in the utilization of Microsoft Office, Microsoft Excel, Microsoft PowerPoint, and Microsoft Publisher and utilization and application of standard office computer software.

Qualifications

• An appropriate combination of education, training, course work, and experience may qualify an applicant to demonstrate required knowledge, skills, and abilities. An example of an acceptable qualification is an associate degree in Office Administration/Office Management, or a related field, or equivalent experience with demonstrable skills as noted above. Ability to be bonded.
• Ability to document identity and employment eligibility within three (3) days of original appointment as a condition of employment in compliance with Immigration Reform and Control Act requirements.

Licensure or Certificate Requirements

• State Notary License
• State Motor Vehicle Operator’s License

Qualified applicants apply at the Department of Human Resources, 2900 Columbus Avenue, Suite 210, Sandusky, Ohio OR visit Erie County’s website, www.eriecounty.oh.gov, where employment applications and current job postings are available for viewing and/or downloading. Applications are also available and accepted at OhioMeansJobs at Erie County Job and Family Services, 221 West Parish Street, Sandusky (operating hours 8:00 a.m. - 4:30 p.m. Monday through Friday). PLEASE NOTE: A completed Erie County application must be received in the Human Resources Department. EOE/AA/ADA

WRITTEN APPLICATIONS MUST BE COMPLETED BY CLOSING DATE

Job Type: Part-time

Schedule:

• Monday to Friday

Work Location: In person