The County of San Mateo Health System's Public Health, Policy and Planning Division (PHPP) is seeking a well- qualified individual for the position of Administrative Secretary III-Limited Term.
Responsibilities include, but are not limited to:
Creating and standardizing operating procedures and protocols for: Policy and procedure updates and maintenance communication standards, ordering and procurement, payroll and personnel standards other administrative functions as needed
Provide secretarial and administrative support for the executive leadership and other Program managers within PHPP.
Support HIV community board commission meetings and efforts
With peer ASIII, provides support and backup support for: Narrative and statistical reports on a variety of administrative issues, and assists in the preparation, organization, and workflow charts.
Confidential, technical and specialized office support work, relating specifically to payroll, human resources, benefits administration and employee relations activities for multiple Health System divisions (Public Health, Policy and Planning/PHPP, Health Administration, Health IT/HIT, LEAP, Communications, and Emergency Medical Services Administration/EMS), which may require the use of independent judgment and the application of technical skills. Examples of tasks are:
Process time reporting forms and reports, verifying information and calculations On/Off-board employees and assist management with the process
Confer with human resources and departmental staff regarding specified human resources and/or employee relations matters, including Civil Service Rules, MOU provisions and related policies and procedures.
Understands, interprets, and communicates Employee Relations policies, a variety of Memorandums of Understanding, and civil service rules and develops policies and procedures for the Division.
Compose communication for employees to attend HR events
Research and gather personnel related information from a variety of sources, organizing and maintaining files of a confidential nature, and compiling fiscal information for budgetary and planning needs.
Supports management with projects such as TB and N95 screening coordination, translation and recording messaging during flu season and other county-wide events, and taking on the role of Charitable Contribution Coordinator.
Collection and reconciliation of Public Health Laboratory (PHL) payments. The daily process includes logging and preparing the finds for deposit.
Responsible for applying the payments against the invoices in the PHL Telcor software to ensure accurate billing.
Requests for interior design/remodeling. Administrative and customer support for the Animal Control and Licensing Programs.
Examples of duties are:
Answer customer inquiries regarding AC&L Programs
Process Public Record requests
Special short-term projects as assigned
Acts as back up to the Administrative Assistant II, including back up for supervision of a MOA II.
Independently initiates correspondence, organizes and maintains files, handles logistics for meetings including reserving meeting rooms, preparing agendas, compiling handouts, and taking and transcribing the minutes, purchasing materials and supplies, and processes requests for reimbursement. Maintenance of Health Officers' monetary annual allowance.
Provides information and resolves complaints using judgment, interpretation and application of policies and procedures.
Provide direction to office support staff and management in reviewing work for format, accuracy and consistency.
The current vacancy is a limited term, at- will position. Limited Term Employees are assigned to assignments not to exceed three years. They receive medical and dental benefits, similar to regular employees, and a defined contribution retirement plan.