Be a part of a dynamic team whose work enriches the health of communities by strengthening city and county health departments. At the National Association of County and City Health Officials (NACCHO), we are united by our work to improve our country's 3,300 U.S. local health departments. We represent the voice of local public health while striving to live out our core values of equity, excellence, participation, respect, integrity, leadership, science, and innovation. We provide our employees with meaningful work, opportunities to learn and grow, a strong work/life balance, and a flexible, hybrid work schedule while being a part of a collaborative team.

We are interested in growing our team with passionate, committed, and innovative individuals. The Executive Management Support Specialist will join NACCHO at a time of dynamic growth. This position is important in the Office of the Chief Executive.

POSITION SUMMARY:

As the Executive Management Support Specialist, this individual is responsible for providing administrative and strategic support to the Director, Office of the Chief Executive Officer and Executive Management Senior Specialist. This individual will function as a member of the Executive Management Administrative Support team advancing the work of the NACCHO Board of Directors; associated committees of the Board (Board Executive Committee, Audit, Nominations, Finance, and others as defined by the Board of Directors); and NACCHO CSuite Executives. This individual is expected to remain in daily contact with the Director, OCEO and Executive Management Senior Specialist of the organization. They are also expected to assist with board logistics as they relate to committee and board meetings, board member trips, and mailings that include important confidential communications. This individual will also support the administrative needs of the NACCHO C-Suite Executives to include matters that require confidentiality and diplomacy. This individual will have complete access as a secondary/back-up source to the Executive Management Senior Specialist to all confidential/proprietary information that the Director, OCEO has. This includes all information/correspondence on the shared drives and TEAMs folders regarding promotions, performance improvement plans, salary, labor relations (notes, recordings, etc.), employee grievances, Leadership Counsel discussions and Executive Team meetings.

In addition, the Executive Management Support Specialist will be required to schedule and may attend Management Bargaining meetings to take minutes. They will assist the Executive Management Senior Specialist with preparation of confidential materials that need to be sent to the Director, OCEO for discussion in Leadership Counsel, Board, ETeam and Management Bargaining meetings. As a result, this individual will have access to all proprietary information prior to it being disseminated broadly within NACCHO. Although the work of the Executive Management Support Specialist is completed with limited supervision and guidance, there will be periodic review by the Director, OCEO for accuracy and adherence to standards. This position may require local/domestic travel, which could include annual in-person Board meetings, as well as the Leadership Conferences and Summits

COMPETENCIES AND EXPECTATIONS:

• Undertakes a complex task by breaking it down into manageable parts in a systematic, detailed way.
• Identifies the information needed to solve a problem effectively.
• Think carefully about the likely effects on others of one's words, actions, appearance, and mode of behavior.
• Effectively transfers thoughts and expresses ideas orally or verbally in individual or group situations.
• Thoroughness in accomplishing a task through concern for all the areas involved, no matter how small. Monitors and checks work or information and plans and organizes time and resources efficiently.
• Demonstrates eagerness to acquire necessary technical knowledge, skills, and judgment to accomplish a result or to serve a member's need effectively. Has desire and drive to acquire knowledge and skills necessary to perform job more effectively.
• Applies original thinking in approach to job responsibilities and to improve processes, methods, systems, or services.
• Builds a logical approach to address problems or opportunities or manage the situation at hand by drawing on one's knowledge and experience base and calling on other references and resources as necessary.
• Provides guidance and technical assistance through communications, project planning and coordination, and targeted marketing.
• Independently develops, prepares, and disseminates reports.
• Works collaboratively with others to support technical assistance activities.
• Represents NACCHO at external conferences and meetings with stakeholders.
• Act as liaison with staff as needed in specialization area.
• Track and analyze policies and best practices.
• Problem Solving - Identifies and resolves problems in a timely manner; gathers and analyzes information skillfully; develops alternative solutions; works well in group problem solving situations; uses reason even when dealing with emotional topics.
• Project Management - Develops project plans; coordinates projects; communicates changes and progress; completes projects on time and budget; manages project team activities.
• Technical Skills - Assesses own strengths and weaknesses; pursues training and development opportunities; strives to continuously build knowledge and skills; shares expertise with others.
• Customer Service - Manages difficult or emotional customer situations; responds promptly to customer needs; solicits customer feedback to improve service; responds to requests for service and assistance; meets commitments.
• Ethics - Treats people with respect; keeps commitments; inspires the trust of others; works with integrity and ethically; upholds organizational values.
• Organizational Support - Follows policies and procedures; completes administrative tasks correctly and on time; supports organization's goals and values; benefits organization through outside activities; supports affirmative action and respects diversity.
• Quality - Demonstrates accuracy and thoroughness; looks for ways to improve and promote quality; applies feedback to improve performance; monitors own work to ensure quality.
• increase productivity; works quickly.
• Safety and Security - Observes safety and security procedures; determines appropriate action beyond guidelines; reports potentially unsafe conditions; uses equipment and materials properly.
• Attendance/Punctuality - Is consistently at work and on time; ensures work responsibilities are covered when absent; arrives at meetings and appointments on time.
• Dependability - Follows instructions, responds to management direction; takes responsibility for own actions; keeps commitments; completes tasks on time or notifies appropriate person with an alternate plan.
• Initiative - Volunteers readily; undertakes self-development activities; seeks increased responsibilities; takes independent actions and calculated risks; looks for and takes advantage of opportunities; asks for and offers help when needed.

POSITION SPECIFIC DUTIES:

Provide administrative support to the Director, OCEO and NACCHO overall administrative operations-80%

• Answer, screen and forward incoming phone calls.
• Greet and welcome guests as soon as they arrive at the office.
• Direct visitors to the appropriate person and office.
• Ensure reception area is tidy and presentable, with all necessary stationery and materials.
• Create badges and tent cards for internal/external meetings.
• Notify building security personnel of visitors when appropriate.
• Update staff with building management bulletins, memos and messages.
• Receive, process, sort and distribute daily mail/deliveries.
• Maintain office security by following safety procedures and controlling access to the reception desk (monitor logbook).
• Process and log check payments.
• Review invoices for weekly/monthly office supply orders, printing, telephone/conference calling services, and office equipment repair/maintenance.
• Perform routine word processing assignments using proper NACCHO standardized formats, as requested.
• Prepare labels and envelopes, while assisting with mailings as needed.
• Compose general correspondence as needed to include electronic signature updates for C-Suite as required.
• Order standard office supplies to ensure appropriate stock levels.
• Assist with printing, photocopying, or faxing of documents.
• Submitting office related requests from NACCHO staff to office operations or building maintenance staff as appropriate.
• Maintain/update Administrative SOP.
• Order business cards as requested.
• Attend weekly meetings with OCEO Administrative Team for updates.
• Process Board, Executive and Leadership Team reimbursements (e.g. BYOD, Expense reports, check requests).
• Create and maintain Excel spreadsheets for reconciliation of expenses and invoices for Board Directors and NACCHO Executives.
• Assist with annual preparation guidelines for Nancy Rawding award process, etc.
• Review office services suppliers making recommendations for changes if needed.
• Act as a discretionary back up to Executive Management Sr. Specialist as needed and handle all documentation with discretion.
• Support ongoing and effective communication with the Board of Directors through a weekly email communication, and in conjunction with the Executive Management Sr. Specialist
• Monitor Board anniversaries and Board committee milestones.
• Support the Executive Management Sr. Specialist with travel coordination, planning, and document prep for the C-Suite and NACCHO Board members as required for internal or external meetings.
• Assist with the execution of all Board-related meetings and events, coordinating contractors and vendors as needed, including the preparation of Board meeting agendas and board meeting information packets.
• Performing other duties as required.

Perform additional team responsibilities and administrative support – 20%

• Provide assistance at conferences and coalition meetings as requested.
• Other duties as assigned.

Other responsibilities include:

• Creating a welcoming environment with internal/external stakeholders.
• Clerical tasks of various complexities that require general knowledge of office support procedures, conference room scheduling, business card order processing, inventory/supply management, document preparation and database maintenance.
• A strong capability in multi-tasking to ensure smooth office operations and client interactions, with the ability to exercise discretion and independent judgment while completing daily tasks.
• The ability to work well under pressure, while maintaining poise with a positive and professional attitude is crucial.
• Being organized, proactive, resourceful, and efficient with an ability to speak and write clearly

EDUCATION/EXPERIENCE/SKILLS:

Bachelor's degree in relevant professional field with a minimum of 2-5 years relevant work experience and/or advanced technical training; or equivalent combination of education and experience, including a relevant certification. An advanced degree may be substituted for work experience. On occasion, extensive practical experience may be substituted for formal education, particularly if the technical specialty is unusually complex or when long experience has a greater value to the organization than conceptual understanding. Master’s degree in a relevant field preferred.

• Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.
• Ability to write routine reports and correspondence.
• Ability to speak effectively before groups of customers or employees of the organization.
• Ability to calculate figures and amounts such as discounts, interest, commissions, proportion, percentages, area, circumference, and volume.
• Ability to apply common sense understanding to carry out instructions furnished in written, oral or diagram form.
• Spreadsheet and word processing software experience required.
• Considerable knowledge of the English language and grammar required.
• Considerable knowledge of office practices, procedures and equipment required.
• Ability to manage and prioritize multiple tasks and projects simultaneously.
• Preferred: Experience working in an association environment.
• Typing speed of at least 60 wpm required.
• Medium level computer skills with spreadsheet and Microsoft Office software experience required.
• Operation of complex office equipment machinery (e.g. postage machine) is required.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

PHYSICAL DEMANDS:

• Occasionally required to sit.
• Occasionally required to walk.
• Occasionally required to reach with hands and arms.
• Occasionally required to talk or hear.
• Occasionally required to bend, lift or climb stairs.
• Occasionally required to lift light weights (less than 25 pounds).

WORK ENVIRONMENT:

• The noise level in the work environment usually is moderate.

Salary Range: $70,964 - $75,422

SELECTION PROCESS:

The selected candidate must reside in the Washington, DC – Maryland – Virginia (DMV) area within 30 calendar days of their start date.

We only accept applications that follow the electronic process. No phone calls please. This position is subject to background screening. Qualified applicants should send a cover letter with salary requirements, resume, one writing sample to: PN – 109 Executive Management Support Specialist

https://naccho.clearcompany.com/careers/jobs/d143b347-ad23-84e8-2846-5ed00e946ff4/apply?source=3296432-CS-2909

NACCHO offers generous benefits package such as:

• Medical, Dental, Vision, STD, LTD insurances
• 15 days of paid vacation & 13 days of sick leave and other types of leave
• 403(b) Retirement plan,
• Hybrid Remote Work Available
• NACCHO is a qualified employer under the Public Service Loan Forgiveness program.

At NACCHO, our commitment to equal employment opportunity and affirmative action seeks to ensure a work environment free of discrimination and harassment. We respect and value work force diversity among all employees and all those with whom we do business.