Office Supervisor #1151 - Nursing Administration - Health and Social Services Division

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.

Provides office administrative support to management, supervisory and professional staff including maintaining events calendar, transmitting information; coordinating agency support processes including telecommunications/phones; county vehicles, employee records, contracts, security issues and parking facilities.

Compiles and tracks data of assigned divisions; initiates, prepares, edits and updates reports and related projects; keeps Directors/ Deputy Directors  informed of matters of interest relating to public and employee requests; assists with the identification and monitoring of administrative or operational problems; utilizes computer and relevant software, including advanced skill in word processing, spreadsheets and statistical programs, graphics and databases to collect, identify, and present law enforcement data and reports. Tasks include copying and binding, faxes and mail services, equipment and document tracking, reception, shipping, maintenance of document filing system, document scanning, review and editing of all outgoing documents, etc.  

Answers telephone and provides information to public/client contacts regarding the agency services or requests for assistance. Orchestrates agency wide processes as assigned (example: partner and award programs). Prepares and processes contracts for utilization with Grantors thought the CERP program for resolutions or amendments; maintains contract files and contact information.

General knowledge of Hamilton County Health and Social Services Department services and facilities.

Knowledge of Hamilton County general government protocols and procedures.

Knowledge and skills in positive and proactive customer service practices

Ability to manage conflict 

Knowledge and skills in handling sensitive and/or confidential information

Knowledge of general office practices and procedures.

Knowledge of computer systems and advanced word processing/database software.

Knowledge of appropriate Health and Social Services Department contracts and agreements.

Skill maintaining one’s personal and professional standards.

Skill in maintaining filing systems.

Skill in oral and written communications.

Skill in providing information to the public.

An Associate’s Degree in business or office management and three (3) years of work experience performing administrative/clerical support activities and data entry in an office environment. A valid driver’s license is required.

OR

A high school diploma or GED and five (5) years of experience performing administrative/clerical support activities and data entry in an office environment. 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 advanced computer usage, lifting, carrying, stooping and bending, retrieving, or mailing records, reports, and correspondence. This position involves sedentary work in an office environment. May require lifting and carrying of up to 30 lbs. Repetitive activities include phone and computer work; May deal with potentially volatile situations and with individuals that are upset or angry.

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

Salary : $41,078 - $51,347