Executive Administration Assistant - Public Health

OVERVIEW OF MESA COUNTY PUBLIC HEALTH
 
 Mesa County Public Health was formed in 1948 as a political subdivision of the State. We provide a wide range of public and environmental health services to Mesa County residents and, in some programs, the region.
 
 Mesa County Public Health is a leader in our community, our region, and throughout Colorado. We are committed to upholding standards that align our actions with our mission, vision, and values. We are an efficient and innovative organization, and we are very proud of the work we do. We have high expectations of our leaders, our peers, and ourselves. We believe in the power of community partnerships to develop sustainable solutions for our residents. Mesa County Public Health employees believe in the principles of Epidemiology, support evidence-based interventions, and advocate for healthy lifestyles at the personal and community levels.
  
Our Vision:  Mesa County is a supportive community that promotes a healthy environment where everyone can flourish.
Our Mission: Understanding, promoting, and protecting the health of the community.
Our Values:

• Respect: We treat our staff, community, and partners with dignity, respect, and empathy.
• Collaboration: We work collectively for the mutual benefit of the community through sharing information, responsibility, and resources.
• Innovation: We empower staff to creatively approach and solve health problems facing our community.
• Accountability: We are reliable and transparent with our community and partners.

JOB SUMMARY
Mesa County Public Health is looking for an experienced Executive Administration Assistant to support the agency’s Executive Director, Board of Public Health, and Leadership Teams. The ideal candidate will be a proactive problem solver with exceptional communication skills and meticulous attention to detail. This person should have experience working in an office environment, performing administrative duties, and providing support to managers. Considering Mesa County Public Health’s dynamic nature, the Executive Administrator needs to be flexible and consistent while maintaining the confidentiality of high-level systems and operations. The Executive Administration Assistant is able to anticipate needs and proactively initiate appropriate action to ensure the Executive Director's priorities are met and best practices upheld. ESSENTIAL JOB FUNCTIONS

(The following duty statements are illustrative of the essential functions of the job and do not include other non-essential or marginal duties that may be required.  Mesa County Public Health reserves the right to modify or change the duties or essential functions of this job at any time. All responsibilities may not be performed by all incumbents.)

• Support the Executive Director and Board of Public Health primarily and provide additional support to leadership team members, as directed, to ensure that agency goals and objectives are accomplished and that operations run efficiently.
• Manage communication with employees by liaising with internal and external executives on various projects and tasks.
• Manage professional and personal scheduling for the Executive Director, including agendas, mail, email, phone calls, general public management, and other agency logistics.
• Coordinate complex scheduling and calendar management, as well as content and flow of information to partner senior executives.
• Manage Executive Director's travel logistics and activities, including accommodations, transportation, and meals.
• Assist the Executive Director in tracking and monitoring special departmental projects, initiatives, committees, and other appointed working groups.
• Prepare confidential correspondence and reports for the Executive Director, Leadership Teams, and other staff as needed.
• Serve as the agency’s liaison to the Board of Public Health. Prepare agendas and minutes for the monthly Board meetings, and maintain the Board’s governance documents.
• Review and pay bills for the Executive Director and Administration in a timely manner. Monitor Purchasing Card expenses and reconcile statements with receipts each month.
• Interact with staff from other departments, elected officials, and the general public in order to respond to inquiries, receive complaints, and resolve issues.
• Prioritize tasks to keep multiple projects moving in a timely manner, meet deadlines, and manage supplemental material required for proposals.

NON ESSENTIAL JOB FUNCTIONS

• Participates in emergency planning and response activities.
• Participates in agency-wide activities that may include strategic planning, quality improvement, and/or staff development, as appropriate.
• Completes necessary training through FEMA, including Incident Command Structure (ICS) courses.
• When a local declaration of emergency or disaster is declared by County leadership, employees may be required to work as part of a National Incident Management System (NIMS).
• Performs other duties as assigned.

MINIMUM QUALIFICATIONS REQUIRED
Education and Experience

• Bachelor’s degree in a related field or equivalent experience/training.
• At least 3 years of experience working in an administrative role reporting directly to upper management.

OR

• Any combination of education, training, and experience which provides the knowledge, skills, and abilities required for the job.

Skills

• Excellent written and verbal communication skills
• Strong time-management skills and an ability to organize and coordinate multiple concurrent projects
• Flexible team player, willing to adapt to changes and unafraid of challenges
• Ability to maintain confidentiality of information related to the agency and its employees

Computer and Technology

• Advanced knowledge and ability to use Microsoft Office applications including, Word, Excel, and PowerPoint.
• Advanced knowledge and ability to use Google Applications, including Gmail, Google Calendar, and Drive.

PHYSICAL REQUIREMENTS and WORKING ENVIRONMENT

• This position requires standing, stooping, sitting, bending, twisting, and lifting up to 10 pounds.
• Work is generally confined to a standard office environment. 
• May be exposed to communicable diseases and infections.

In compliance with the Equal Pay for Equal Work Act the following items can be used as a determining factor in the starting and ongoing wage of an employee working in this position:

• A seniority system that rewards employees based on length of employment and relevant experience with prior agencies.
• A merit system that rewards or penalizes employees for exceptional or below-standard job performance.
• Education, training, or experience to the extent that they are reasonably related to or impact the efficiency of the work in question.

This position is eligible for the Mesa County benefit package which includes the following:

•      Medical
•      Dental
•      Vision
•      Retirement
•      Paid Sick and Vacation Leave
•      Life insurance
•      Long term disability

Salary : $5,533 - $6,320