***WE DO NOT ACCEPT APPLICATIONS THROUGH INDEED***

Apply online at: www.cascadecountymt.gov

Applications and other necessary documents are also available at:

• Cascade County Human Resources Dept.,
• www.cascadecountymt.gov
• Job Service

Submit all application materials to:
Cascade County Human Resources
325 2nd Ave N #108
Great Falls, MT 59401

Position: Office Manager

Salary: $18.00-19.00 per hour DOE

Schedule: Full-time with Benefits

Closing Date: Open Until Filled

Department:City-County Health Department

Department Administrator:Abigail Hill

Education/Experience/Training:

• Associate’s Degree in Health Science, Public Administration, Communication, Business Management, Public Safety, Human Services or a related field and two (2) years of administrative or general office experience.
• Or any equivalent combination of education, experience totaling four (4) years that are relevant to performing the duties of the position.
• Quality Improvement, Performance Management, Health Care Administration or related experience preferred.

Certifications:

• Valid driver’s license issued by the State of Montana.

JOB SUMMARY

The Office Manager at the City-County Health Department (CCHD) is responsible for professional and comprehensive organizational, administrative, and technical support through participation and coordination as a productive and contributing member of the CCHD and the CCHD Administrative Team and the performance of technical, administrative, and clerical support functions and activities for the CCHD Public Health Officer (PHO). This position requires strong organizational skills, attention to detail, accuracy, timeliness, and the ability to maintain a high-level of confidentiality while dealing with highly sensitive and confidential information. This position has responsibility in the general management, support, administration, and implementation of ongoing activities related to protocol and compliance issues with regard to Public Health Accreditation, new employee orientation, support staff training, grant and contract tracking and generating required public health accreditation reports and records. The Office Manager is responsible for handling vendors, monitoring office supplies and inventory, furniture, electronics and all other required CCHD equipment as well as handling various meetings and events and is responsible for managing small projects and conducting research for the PHO upon request which requires the ability to organize, schedule, coordinate and work independently. Responsibilities also include personnel management support, guidance and training, protocol and compliance activities and other related duties as required or assigned to support CCHD operational needs. This position is also responsible for the supervision, oversight, assessment, and monitoring of the work performance of the administrative staff as it directly relates to and ensures effective administrative operations and works in conjunction with the PHO to address identified work performance deficiencies and provides support, guidance, and training to and for staff. The Office Manager contributes to a work environment that encourages positive staff morale, motivation, commitment, and team building with employees, other County offices, departments and staff and performs other related duties as required or assigned to support CCHD operational needs.

ESSENTIAL JOB DUTIES AND RESPONSIBILITIES

Provides comprehensive and professional level support services to the PHO and the Deputy PHO; Provides effective and efficient organizational, administrative, clerical and technical support services to the PHO, Deputy PHO and the Division and Program Managers; Participates and functions as a productive and contributing member of CCHD team; Encourages and contributes to a work environment that encourages positive staff morale, motivation, commitment and team building with CCHD leadership and staff, other County offices, departments and staff; Supports the ongoing activities related to Public Health Accreditation compliance, including Quality Improvement, Workforce Development, Protocol Development, Performance Management, generates required public health accreditation reports, records and certificates and performs other related accreditation activities or duties as required; Assists in the general management, support, administration and implementation of ongoing activities related to protocol and compliance issues related to internal new employee orientation, support staff training, personnel management decisions, grant and contract tracking, record, report and minute keeping and management; Works closely with the PHO on the hiring and separation/termination processes for all CCHD employees and completes separation/termination payout forms; Manages small projects and conducts research and generates reports as assigned by the PHO; Sets up, works with and maintains a variety of files and records including confidential or personnel files and ensures that only authorized personnel have access to the contents to the files in accordance with established managerial, confidentiality, functional use and administrative guidelines and procedures; Schedules and coordinates Board of Health (BOH) meetings, records attendance, takes meeting minutes and distributes drafts of such minutes to the Board Chair and PHO for review; Leads or participates in the CCHD Quality Improvement Team and the CCHD Protocol Committee and ensures proper reporting and distribution of project documentation; Ensures CCHD has all necessary protocols in place for Public Health Accreditation and complies and maintains all necessary records and documentation for Public Health Accreditation; Assists Workforce Development Plan is updated annually, including the Workforce Demographic Surveys and Competency Surveys; Ensures all CCHD contracts and agreements undergo appropriate County review processes, including review by the County Attorney’s Office, according to County and CCHD protocol; Accesses and works with sensitive and confidential information and documentation and strictly adheres to and complies with all applicable Health Insurance Portability and Accountability Act (HIPAA) and CCHD confidentiality rules, guidelines, practices and procedures; Maintains a record of staff trainings, certifications and licensures, arranges staff trainings and provides updated information of workforce and quality improvement to staff; Maintains a current inventory and record of CCHD assets, building/office keys and employer user codes and coordinates with the County Public Works Department for the upkeep and maintenance of the CCHD building and systems; Coordinates and facilitates the security, archiving and pickup of CCHD shredding bins; Compiles data and prepares various reports, memos, correspondence, special studies or surveys and statistical narratives and other documents; Picks up and delivers/distributes mail/correspondence via County/CCHD systems; Interacts and communicates in a professional and effective manner with other County offices, departments and staff, and the general public in coordinating CCHD activities; Establishes and maintains professional, effective and cooperative working relationships with CCHD Leadership, co-workers, other County offices, departments and staff; Maintains calendars, pertinent databases, confidential files and systems and schedules/coordinates appointments for the PHO; Assists the PHO with the preparation and implementation of departmental reporting and control methods and the development, maintenance and updates to various CCHD standard operating procedures and policies; Attends trainings, meetings and conferences as directed or requested to improve efficiencies and to remain current on state and federal requirements applicable to CCHD operations; Develops and coordinates plans and schedules to meet and accommodate unexpected situations and changing circumstances; Prepares various forms for signature, coordinates projects, events and programs; Mails and/or e-mails meeting information and agenda to members and those presenting and coordinates meetings/trainings with special speakers as assigned; Monitors and orders office inventory/supplies as needed or requested; Performs other duties as required or assigned to support CCHD operational needs.

Knowledge and understanding of: CCHD and County policies, procedures, standards and guidelines; CCHD responsibilities, functions and activities; Administrative and clerical support functions; Administrative and clerical procedures and systems such as word processing, managing files, reports and records, transcription, designing forms and other office procedures and terminology; English usage, spelling, grammar and punctuation; Supervisory principles, methods and techniques; Microsoft Office Software, Word, Excel, Outlook, PowerPoint, New World, Internet and other computer applications related to the work; Safety rules, procedures and practices; HIPAA and CCHD confidentiality rules, procedures and practices.

Skills in: Customer service; Typing, filing, data entry, advanced computer and organizational skills, use of office machines and word processing; Professional and effective written and verbal communication; Time management, accuracy, attention to detail and organization; Decision making and effective problem solving; Using tact, discretion, initiative and independent judgment within established guidelines; Establishing and maintaining positive working relationships with co-workers, other county offices and departments and employees and the general public.

Ability to: Proficiently operate a computer, use and understand common database, spreadsheet and word processing applications and learn specialized computer applications to complete required job duties; Perform a wide variety of public relations and customer services tasks with accuracy and speed under the pressure of time-sensitive deadlines; Establish and maintain professional, effective and collaborative working relationships with the PHO, Deputy PHO, Division and Program Managers, CCHD employees, other County offices, departments and staff and the general public; Work in a professional, team and business-oriented environment according to all professional standards of ethics and decorum; Understand program objectives in relation to departmental goals and objectives; Exercise sound judgment and decision-making skills within established standards, guidelines, policies and procedures; Identify problems that adversely affect the organization and its functions and offer positive suggestions for improvements; Understand laws, regulations, rules and policies governing program operations; Use and understand basic budget and grant monitoring, administration and reporting applications, techniques and procedures; Use and understand basic County and departmental accounting, purchasing, invoicing, inventory and financial reporting procedures; Work with individuals of varying and diverse backgrounds in a professional, respectful and courteous manner; Communicate in a professional and effective manner with others in both technical and non-technical terms, both orally and in writing; Prepare accurate and reliable reports containing findings, recommendations and technical documentation; Organize and prioritize work assignments and environment to maximize efficiency; Learn and utilize new skills and knowledge brought about by rapidly changing information and/or technology; Use logical and creative thought processes to develop solutions according to written specifications and/or oral instructions; Meet challenges with resourcefulness through original thinking and creativity; Manage and complete multiple tasks under fixed timelines; Identify, analyze and address problems and trends in a timely, efficient and equitable manner; Adapt to and maintain concentration and deal with interruptions, equipment failures, delays, changing priorities, unexpected events in the work environment; Handle sensitive and confidential information and comply with HIPAA and CCHD confidentiality rules, practices and standards; Employ and enforce safety practices and procedures; Respond promptly to requests and inquiries from the public, employees and others within established standards, guidelines, policies and procedures; Follow verbal and written instructions; Read, analyze, compile and comprehend instructions, information and materials; Prepare, coordinate, compile, analyze and utilize a variety of minutes, reports, records and data; Maintain a complex filing and database system; Compose correspondence from general instructions; Observe established lines of authority; Accept responsibility and be self-motivated; Demonstrate punctuality and observe established work hours; Occasionally work outside normal hours as assigned; Perform other duties as required or assigned.

Notice to Applicants: Applicants who are claiming Veteran’s or Handicap Preference must provide a DD-214 Discharge Document (Part 4) or DPHHS Handicap Certification and Employment Preference Form with their application for employment so Cascade County may apply the preference during the selection process.

Cascade County makes reasonable accommodations for any known disability that may interfere with the applicant’s ability to compete in the recruitment and selection process or an employee’s ability to perform the essential duties of the job. For Cascade County to consider such arrangements, the applicants must make known any needed accommodations.

CASCADE COUNTY IS AN EQUAL OPPORTUNITY EMPLOYER

Job Type: Full-time

Pay: $18.00 - $19.00 per hour

Expected hours: 40 per week

Benefits:

• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• Monday to Friday

People with a criminal record are encouraged to apply

Ability to Relocate:

• Great Falls, MT 59401: Relocate before starting work (Required)

Work Location: In person