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Company Name : Tacoma-Pierce County Health Department
Location : Tacoma, WA 98418
Position : Office Administrator
Job Description : Job Summary
Looking to put your organizational and communications skills to work in high gear? Join our action-oriented, highly professional team as an Office Administrator in our Communicable Disease Division. This is a Regular, Full-Time (1.0 FTE) position.
Some of what you’ll do:
Navigate and remove barriers to help projects progress and solve problems for multiple projects with different timelines and levels of urgency.
Use data, best practices, and Program Manager input to implement effective programs in response to the Communicable Disease Division’s needs.
Provide input into the design and develop of projects and implement policy initiatives.
Initiate, implement, and manage quality improvement efforts and projects to ensure increased program quality, and effective and efficient use of resources.
Track program activities and ensure program complies with grant and contract deliverables
Ensure accuracy of transactions. Identify errors and make corrections.
Provide input into the coordination of staff hiring and on-boarding training.
Conduct performance evaluations and contribute to investigations. Coordinate major projects within the Division, and monitor expenditures to ensure budget compliance.
Serve as a liaison between stakeholders regarding development, modification, implementation, data conversions, upgrades and customization of software and/or automation of work processes and procedures that may be used within one or more Divisions.
Provide specialized and/or technical information and advice that requires interpretation of established policies, procedures and other relevant sources to internal and/or external customers.
Organize, oversee, establish and maintain data sources that may include contracts, budgets, payroll, legal documents and/or other records.
Consult statutes, ordinances, contracts and other sources involving complex subjects and specialized terminology; summarize information and prepare reports based on analyses of data and other information sources.
Assist in the preparation for program financial, activity, and performance audits.
Assign work to ensure projects are accomplished and develops staff schedules to ensure coverage.
Approve and signs time cards.
Mentor, coach, and provide direct supervision to staff.
Maintain, mobilize, and grow team to accomplish program objectives.
Communicate and coordinate plans with team members.
Click here for a detailed Classification Specification.
What you bring to the table
Knowledge of complex office procedures and practices.
Knowledge of grammar, spelling and punctuation.
Knowledge of and advanced-level skill in the use of complex software applications and office equipment relevant to the position.
Knowledge of basic accounting and ability to apply math skills to work performed.
Skill in organizing project management activities to meet established timelines and objectives.
Skill in conducting research on a specific work assignment.
Skill in communicating orally using tact and diplomacy with a diverse population of customers and departmental personnel to provide service and resolve issues, sometimes involving sensitive and stressful situations.
Skill in planning and organizing work activities to meet established objectives.
Skill in providing effective supervision of support staff through coaching, training and delegation.
Ability to maintain sensitive and confidential data.
Ability to create, plan, initiate and develop work processes and practices to improve workflow and unit efficiencies.
Ability to interpret, apply and explain regulations, policies and procedures related to the position.
Who should apply
Associate’s degree; and five or more years of progressively responsible experience in office setting, or any equivalent combination of education and experience to perform the essential functions of work. Supervisory experience is essential.
Desired
Experience with supervision, strategic planning, quality improvement, project planning, mentorship, coaching, performance management, change management and communication skills.
Working Conditions & Physical Requirements
Work Setting:
Work is performed almost exclusively indoors in an office environment. Exposure to hazards is limited to those commonly found in government office environments.
The potential for dealing with dissatisfied or angry customers exists, requiring skills in conflict resolution.
Your office will be set up to provide personal safety, including when appropriate social distancing, screening, sanitation, disinfection, and masks.
Physical Demands:
Work involves special physical demands such as lifting and carrying 25 – 50 lbs, Computer equipment, archive boxes, etc.
Tools and Equipment:
Duties require the use of standard office furniture and equipment (e.g., desk, filing cabinet, computer, printer, telephone, fax machine, copy machine, etc.)
Travel:
Some travel is required, and is typically local or regional, to meet with clients, conduct business, or attend or provide training.
Emergencies
When public health responds to an emergency you may be assigned duties that are outside your regular job description. This may involve responding at any time, including nights and weekends, with possible deployment to locations other than the department.
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