Description

• Establish and maintain office procedures, standards, priorities, and deadlines, and create and implement workflow processes.
• Provide on-line and in-person administrative support at meetings.
• Coordinate administrative aspects of personnel actions and recruitment processes.
• Serve as a liaison between the Section Manager and staff by assigning actions and requesting status information.
• Handle confidential and sensitive information and documents with discretion.
• Process contracts, purchase orders, and invoices and provide updates to Section Manager.
• Assist in the preparation, compilation, and coordination of documents, forms, and reports.
• Verify accuracy of billings, process invoices for payment, and monitor expenditures.
• Prepare cost estimates and complete travel authorizations to obtain prior approval.
• Plan and schedule business travel arrangements, process travel advance requests and travel expense reimbursements, and prepare travel itineraries.
• Update the Vaccine Management webpage and internal and external policy and process documents.
• Answer telephones and provide program information or direct calls to ensure that inquiries are handled promptly.
• Work to resolve problems by researching alternative solutions and taking action to facilitate the smooth operation of the office and its sections.
• Order supplies, equipment, and printing services from internal and external sources.
• Write correspondence, complete forms, and prepare documents requiring the Section Manager’s signature.
• Provide in-person processing support of mailed or faxed hard-copy paperwork and process all incoming and outgoing mail.
• Process record retention requests for information sharing agreements, and new provider enrollment requests.

• One (1) year of experience using the following:

• MS Word to create, format, and edit documents.
• MS Excel to create and enter data into large or complex spreadsheets,
• MS Outlook to compose, send, and respond to e-mail and schedule meetings.

• Experience working in an infectious/communicable disease public health program.
• Bachelor's degree or higher in public health, health care administration, public or business administration, or allied field.
• Experience using meeting technology including projectors, conference call systems.w

• Experience using MS Teams to coordinate meetings and presentations.
• Experience using PowerPoint to create training materials or presentations.
• Proficient in the use of MS Excel.
• Experience supporting an executive, managers, and multiple teams.
• Experience prioritizing, coordinating, and evaluating work production to meet established timelines for a business or organization.

• A cover letter (without personal pictures) describing how you meet the qualifications and why you are interested in this position.
• A current resume (without personal pictures).
• Five (5) professional references, to be listed in your profile under the references section, which includes at least one supervisor, peer, and (if you have supervised staff) someone you have supervised or led.
• Attachments: Do not attach any documents that include photos, letters of recommendation, or private information (transcripts, social security number, year of birth, etc.).
• Veterans: Applicants wishing to claim Veterans Preference must attach a copy of their DD-214 (Member 4 copy), NGB 22, or signed verification of service letter from the United States Department of Veterans Affairs to their application. Please remove or cover any personally identifiable data such as social security numbers and birth year.

• Work a full-time 40-hour work week Schedule (Note: Flexible work schedule requests will be considered pending supervisor approval.)
• Occasionally adjust work schedule to meet business needs, which may include evenings and weekends.
• Perform my work remotely at home or in-person at the DOH site location designated for this position.
• Travel occasionally, either alone or with another person, overnight, for several days and/or out of state.
• Legally operate a state or privately-owned vehicle OR provide alternative transportation while on state business.
• Occasionally move objects and materials as much as 25 pounds.
• Participate in emergency response exercises and emergency events/high-priority assignments as assigned.

Supplemental Information