Definition of Class

• The Public Health Office Administrator provides professional-level administrative, operational and policy services and provides direct administrative assistance to the Director, which may involve highly sensitive and/or confidential matters using independent judgment, tact and discretion for successful performance of the work, as responsibilities may include resolution of internal management, policy and operational problems.

Duties & Responsibilities

• Serves as initial contact/resource person for the Director
• Assists the Director in public relations
• Proactively manage the office of the Director by managing incoming calls and greeting/directing visitors and associates when appropriate
• Works closely with Director and Management Team to implement goals and objectives as defined by the department and County Administration
• Relieves the Director of day-to-day administrative detail; coordinates the flow of information to the Director's office as required for policy and operational decisions
• Identifies issues and sources of potential difficulties in department's management and operations; obtains information for analysis and evaluates alternatives for action; develops internal relationships necessary to effect solutions
• Plans and conducts a variety of special administrative projects and studies for the Director
• Directs the preparation and editing of administrative staff reports
• Prepares a variety of correspondence, periodic and special reports, policies, procedures and other written materials
• Performs as the Team Leader on varied activities in the electronic Performance Management system utilizing the Departmental Strategic Plan
• Acts as notary for departmental work-related processes
• Serves as executive secretary to the Board of Health which involves attending meetings, taking and transcribing minutes and handling all correspondence for the Board
• Serves as executive secretary for the Partnership for a Healthy Community, to include creating correspondence, meeting preparation and attendance, and the recording of minutes.
• Participates in Health Department Management Team meetings
• In the absence of the Fiscal Officer must be able to assume the functions for maintaining the accounting and bookkeeping systems along with understanding the procedures for requisitioning, doing payroll, etc.
• Performs related work as required
• The above statements reflect the general details considered necessary to describe the principal functions of the job and shall not be considered as a detailed description of all the work requirements that may be inherent in the job

Knowledge, Skills, & Abilities

• Knowledge of the principles and practices of the Home Rule Charter form of government
• Ability to plan, organize, and direct the work of others
• Ability to gather and analyze facts and devise solutions to administrative problems
• Thorough knowledge of modern office practices and procedures
• Knowledge of bookkeeping and accounting principles
• Knowledge of the functions, procedures, organization and the governing law and regulations of the governmental unit involved
• Ability to establish and maintain effective working relationships with other employees
• Ability to understand and execute complex written and oral instructions
• Ability to exercise good judgment, courtesy and tact in receiving callers, in giving and obtaining information and in making proper disposition of problems
• Must possess excellent verbal and written communication skills
• Must possess excellent typing skills
• Must be highly proficient in MS Office applications
• Ability to work an Alternate or Flex work schedule when/as needed

Minimum Requirements

• Bachelor's Degree in a related field and a minimum of 3 years’ experience in the field; OR, an Associate's Degree in a related field and minimum of 5 years’ of experience in the field; OR a High School Degree supplemented by 10 years’ of progressively responsible experience in executive secretarial work; OR an equivalent combination of related education and experience.

Conditions Of Employment

• The selected candidate will be pre-employment required to obtain, at their own expense, 3 forms of clearance, including PA State Police Criminal History Record Check; PA Child Abuse History; and FBI Criminal History Background Check including finger printing. This pre-employment requirement applies to all County employees exercising their bumping rights.
• Possession of a valid automobile operator's license as issued by the Commonwealth of Pennsylvania and the ability to obtain transportation to perform job duties on a daily basis is required.