The Hamilton County Health & Social Services Division has a responsibility to respond quickly and efficiently when public health emergencies occur. All Hamilton County Health & Social Services Division employees are responsible for ensuring their contact information is current and they are accessible should a public health emergency arise. The Hamilton County Health & Social Services Division maintains a call down system to store contact information and mobilize staff in the event of an emergency. During a public health emergency, all staff are required to respond should a call to mobilize be made. During a public health emergency, work hours for any and all Hamilton County Health & Social Services Division employees are subject to modification to meet the needs of the community.
Under general supervision, plan, supervise, schedule and direct the workflow of clerical or administrative support staff. Provides high-level administrative support to assigned manager.
ESSENTIAL FUNCTIONS: Essential functions, as defined under the Americans with Disabilities Act, may include the following tasks, physical requirements, knowledge, skills, abilities, and other characteristics. This list of tasks is ILLUSTRATIVE ONLY, and is not a comprehensive listing of all functions and tasks performed by incumbents of this class.
Plans, schedules and prioritizes the support staff workload to ensure the efficient flow of work through the department. Supervises and trains assigned staff. Keeps staff and unit manager informed of changes in regulations or policies. Assists in the development and revision of policies and procedures. Updates policy manuals.
Prepares, types and generates a variety of correspondence, reports, records, lists and related documents. Maintains records, logs, ledgers and files. Coordinates clerical staff schedules. Answers telephone and provides information. Responds to public inquiries and/or problems using independent judgment. Prepares confidential correspondence as needed.
Assembles and prepares various departmental reports utilizing data gathered. Maintains records needed for department. Assists in the preparation of budget. Processes and reviews purchase, maintenance and work orders. Initiates travel request and expense forms. Prepares periodic and ad hoc budget reports. Performs or assists with employee job performance evaluations for clerical staff. Coordinates and assures compliment of all clerical activities with standard quality management requirements. Performs other related duties as assigned.
Knowledge of Public Health and agency goals/philosophy.
Knowledge of rules, regulations and policies affecting assigned work.
Knowledge of office management principles and practices.
Knowledge of supervisory principles and practices.
Knowledge of basic budgeting techniques.
Knowledge of standard office practices and principles.
Skill in assigning, monitoring and evaluating work.
Skill in the use of a personal computer and related software.
Skill in the use of a variety of office equipment.
Skill in establishing and maintaining effective working relationships.
Skill in verbal and written communication.
An Associate’s Degree in business or office management. A valid driver’s license is required.
OR
The equivalent of a high school diploma and five (5) years administrative/clerical work experience, two (2) years of which must be in a lead/supervisory role. A valid driver’s license is required.
ADDITIONAL REQUIREMENTS:
Prior to operating a County-owned vehicle, all employees are required to complete the HC Defensive Driving course and/or an Emergency Vehicle Operations Course (EVOC) provided at the department level.
This position is deemed essential/situational during inclement weather situations and must report to or remain at work, even when administrative closings are announced, as determined by the Department Head
PHYSICAL REQUIREMENTS:
Work requires limited physical effort primarily involving intermittent sitting, standing, and walking. Work requires computer usage, lifting, carrying, stooping and bending, retrieving, or mailing records, reports, and correspondence. This position may require the occasional or regular lifting and carrying of up to thirty (30) pounds.
ADDITIONAL INFORMATION:
This job description is not designed to cover or contain a comprehensive listing of all activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.
Any overtime hours offered in this position are not guaranteed, are an estimate, and are subject to change.
All positions within Hamilton County Government are considered work in-person and require regular and punctual attendance.
All positions within Hamilton County Government may require work on Holidays or weekends. Additionally, irregular hours and shift work may be required, including possible extension of shift hours, at times with short notice.
AN EQUAL OPPORTUNITY EMPLOYER
Hamilton County does not discriminate on the basis of race, color, national origin, sex, religion, age, or disability in employment or the provision of services. A copy of Hamilton County's Equal Employment Opportunity Plan (EEOP) & Utilization Report is available on the County’s Equal Employment Opportunity (EEO) Office home page.
https://www.hamiltontn.gov/Department_EqualEmploymentOpportunityOffice.aspx
