Administrative Coordinator - Lansing, United States - Ingham County, MI

Description

Salary : $50,298.02 Annually

Location : Lansing, MI

Job Type: Regular Full Time

Job Number:

Department: Environmental HLTH

Opening Date: 04/19/2024

Closing Date: Continuous

Bargaining Unit: UAW

Description

**Applications are accepted until there are sufficient numbers of qualified applications or qualified candidate has been identified. The position could possibly close at any time.***

Under the supervision of the Environmental Health Director, assists with oversight and provides direction to support staff. Manages work assignments, oversees and coordinates the activities of Environmental Health Community Health Representatives IIIs and assists in resolving operational problems. Performs all functions of an Environmental Health Community Health Representative III in addition to serving as a liaison to other divisions of the Health Department and the State of Michigan. Works daily to maintain and update a variety of databases and GIS-based platforms while using the various software applications involved in those systems. Provides administrative support to Environmental Health. Performs various accounting duties including processing payments, completing purchase requisitions, and processing invoices. Assists with personnel tracking, payroll, and employee files. Assists with monthly reports and special projects.

Essential Functions

1. Serves as the lead worker for administrative staff in Environmental Health, responsible for appropriate coverage each day, manages workloads as needed, and identifies and implements improvement strategies for operational efficiency. Assists management in evaluating employee performance and provides input concerning vacation leave requests. Assists in the interviewing and hiring of administrative staff.

2. Is able to perform all aspects of the Environmental Health CHR III positions and provides training, oversight, and direction to administrative staff. Responds to challenging clients or difficult problems and serves as a liaison to supervisors or the director.

3. Answers questions in person and by telephone regarding departmental procedures and requirements, program requirements, scheduling information, and other activities. Assists clients in filling out forms, reviews documents for proper completion and receives payments for services. Takes messages and schedules meetings for staff. Receives and screens visitors.

4. Serves as the liaison for external contacts including multiple state agencies, realtors, financial institutions, restaurants, day care and adult foster care facilities, apartment management companies, campgrounds and other entities that conduct business with Environmental Health.

5. Oversees and performs administrative functions for all Environmental Health Programs including but not limited to the following programs: Food, Tobacco, Household Hazardous Waste, Pools, Pollution Prevention (P2), Body Art, Take Back Meds, Type II Water Supplies, On-site Water Supply Wells, On-site Sewage Treatment Systems, Point of Sale, Campgrounds, Adult and Child Daycares, and Surface Water Sampling.

6. Provides administrative support to the Environmental Health staff including proofreading and formatting correspondence, assisting with enforcement actions, processing and tracking resolutions and preparing departmental reports. Helps monitor contracts and grants.

7. Performs word-processing and data entry for various departmental functions. Faxes, copies, and scans documents, processes outgoing mail, distributes incoming mail and performs other administrative support. Uses various software applications to maintain documents, spreadsheets, brochures, and other departmental functions.

8. Serves as the liason between supervisors, department communication staff, and IT to review and update website and outreach media for all environmental health programs.

9. Coordinates with IT to submit and track work orders to resolve issues with hardware and software.

10. Assists in the maintenance of departmental filing systems by ensuring proper filing of documents and folders. Retrieves materials from system and conducts searches for necessary documentation. Assists with processing FOIA requests.

11. Performs accounts payable and accounts receivable tasks including purchase orders, invoicing, payment processing and receipting payments. Resolves accounting discrepancies and helps track departmental revenues and expenditures. Creates and monitors financial, accounting and budget reports.

12. Manages the inventory of office supplies, furnishings and equipment. Maintains records regarding purchases and services.

13. Assists the Environmental Health Director with employment functions. Reviews time cards, in-state and out of state travel requests and reimbursements. Assists supervisors in the oversight of field staff daily acitivty reports and provides monthly reports to accounting.

14. Assists the Environmental Health Director with monthly and annual reports. Helps prepare reports, surveys and special projects. Researches, collects and compiles information as needed.

Other Functions:

• Performs other duties as assigned.
• Must adhere to departmental standards in regard to HIPPA and other privacy issues.
• During a public health emergency, the employee may be required to perform duties similar to but not limited to those in his/her job description

The above statements are intended to describe the general nature and level of work being performed by the people assigned this classification. They are not to be construed as an exhaustive list of all job duties performed by personnel so classified.

Employment Qualifications

Education: A minimum of an Associate's degree is required; a Bachelor's degree is preferred.

Experience: A minimum of 2-3 years of relevant experience Requires experience managing multiple priorities. Requires experience and training in various computer software and equipment.

Other Requirements: The qualifications listed above are intended to represent the minimum skills and experience levels associated with performing the duties and responsibilities contained in this job description. The qualifications should not be viewed as expressing absolute employment or promotional standards, but as general guidelines that should be considered along with other job-related selection or promotional criteria.

Requirements and Working Conditions

Working Conditions:The work environment is a typical office setting where sensory experience includes uniform temperatures, conversational noise and everyday office activities.

Physical Requirements:

• This position requires the ability to sit, stand, walk, twist, bend, stoop/crouch, squat, kneel, lift, carry, push, pull, reach, grasp, handle, pinch, type, endure repetitive movements of the wrists, hands or fingers.
• This position's physical requirements require periodic stamina in walking, bending, stooping/crouching, squatting, kneeling, carrying, pulling, grasping, handling and pinching.
• This position's physical requirements require regular stamina in sitting, standing, typing, and enduring repetitive movements of the writs, hand or finger.
• This position performs medium work requiring the ability to exert between 20-50 pounds of force in the physical requirements above.
• This position primarily requires close visual acuity to perform tasks within arm's reach such as: viewing a computer screen, using measurement devices, inspecting and assembling parts, etc. his position requires the ability to communicate and respond to inquiries both in person and over the phone.
• This position requires the ability to operate a PC/laptop and to enter & retrieve information from a computer.
• This position requires the ability to handle varying and often high levels of stress.

This job requires the ability to perform the essential functions contained in this description. These include, but are not limited to, the requirements listed above. Reasonable accommodations will be made for otherwise qualified applicants unable to fulfill one or more of these requirements.

UAW TOPS I

2023

This position is benefited and is subject to the UAW GROUP CBA.

Ingham County offers a wide range of benefits to support you in your career. View the for more information.

The current group contract can be viewed

01

Do you have an Associate's Degree or higher level degree?

• Yes
• No

02

Please indicate your degree and what it is in, if not applicable type N/A.

03

Did you submit your transcripts or diploma to show your degree awarded, if not please explain why.

04

How many years of administrative assistant experience do you have?

• I have no experience
• I have 1 year of experience
• I have 2 years of experience
• I have 3 years of experience
• I have 4+ years of experience

05

Please briefly describe your administrative assistant experience, if not applicable type N/A. (not scored)

06

Please list 3 people who have direct knowledge of your skills, experience and fitness for the position or field for which you're applying for. Please include their name, email address and phone number.

07

Did you submit your cover letter and resume?

• Yes
• No

Required Question