Harris County Public Health has earned the 2023 Best Place for Working Parents Business Designation. About Harris County Public Health:Harris County Public Health (HCPH) includes a network of more than 700 public health professionals working together to improve health outcomes for the third most populous county in the United States. HCPH provides a multitude of services such as medical and dental services, community programming, and health education for the approximately 2.3 million people in un... more details
Position Description
Harris County Public Health has earned the 2023 Best Place for Working Parents Business Designation. About Harris County Public Health:
Harris County Public Health (HCPH) includes a network of more than 700 public health professionals working together to improve health outcomes for the third most populous county in the United States. HCPH provides a multitude of services such as medical and dental services, community programming, and health education for the approximately 2.3 million people in unincorporated Harris County. Through its core values of innovation, engagement, and health equity, HCPH strives to bring meaningful solutions to public health issues while keeping Harris County healthy and vibrant.
ACCESS (Accessing Coordinated Care and Empowering Self Sufficiency) Harris is a holistic, coordinated care delivery initiative for vulnerable populations that require the services and programs of the County safety net departments and Community Based Organizations. This initiative enhances care for these individuals by leveraging shared data, goals, and strategies from Harris County's safety net departments. The ACCESS Harris initiative relies on an integrated care-coordination model that works to improve outcomes for vulnerable individuals through a multi-interdepartmental disciplinary team or Coordinated Care Team. The desired outcome is to reduce burden of care, achieve system integration, improve client stability and self-sufficiency, and boos operational efficiency.
Under the direction of the ACCESS Harris Program Director, the ACCESS Harris Executive Assistant will provide administrative support for ACCESS Harris leadership, ACCESS Senior Manager, ACCESS Cohort managers, and/or Harris County Public Health (HCPH) Executive Leadership Team. The ACCESS Harris Executive Assistant will be responsible for handling all the office-related affairs to ensure smooth and efficient operations and continuous quality improvement.
This is a grant funded position.
Duties & Responsibilities:
Provides executive office support to the Division Director and leadership staff; Serves as primary liaison/point of contact for the department and internal/external stakeholders; Communicates effectively at a high-level; Ensures the highest level of discretion in providing a comprehensive range of executive assistant support
Effectively manages calendar including scheduling appointments, meetings, travel arrangements and independently resolving conflicts; Coordinates activities and special department functions as assigned by the Division Director.
Assists in the preparation and review of correspondence, reports, presentations (e.g., PowerPoint, Canva, etc.), speeches, articles, and other work of the Division Director to ensure timeliness, appropriateness, and aesthetic quality. Responsible for coordinating administrative support activities within ACCESS including standardization of activities & procedures (e.g., court letters, Request for Court Action, etc.)
Coordinates and makes timely travel arrangements, maintains travel itinerary, prepare and process travel documents, prepares travel expense forms (i.e., P-Card)
Composes, types, proofreads, and distributes memos, letters, & emails as well as any other documents and/or publications; Updates and revises various policies, lists, and charts. Maintains department directory and distribution lists for department. Prepares key documents for signature, comments, decision, or action; Organizes and prepares relevant briefing or background materials for meetings
Provides superb customer service and relationship building with HCPH, all county departments, and all community-based partners; Establishes and maintains effective working relationships with Harris County management and support services personnel and the public in carrying out sound administrative and procedural policies; Assists with both on-boarding and off-boarding of personnel.
Records, transcribes, and distributes meeting agenda, minutes, and follow up as assigned; Orders office supplies, maintains inventory, and handles requests for supplies; Creates and tracks purchase orders in PeopleSoft/STARS enterprise resource planning system
Maintains an organized filing system for each program, appropriately files materials in a timely manner, and retrieves filed materials as requested; Maintains paper and electronic files for storing the various information pertaining to the ACCESS program
Organizes and manages the flow of work in and out of the Director's office;Coordinates with Finance on expense-related questions and other support services for operational and logistical needs. Create payment request for department-related expenses
Other duties as assigned.
Harris County is an Equal Opportunity Employer https://hrrm.harriscountytx.gov/Pages/EqualEmploymentOpportunityPlan.aspx If you need special services or accommodations, please call (713) 274-5445 or email ADACoordinator@bmd.hctx.net
This position is subject to a criminal history check. Only relevant convictions will be considered and, even when considered, may not automatically disqualify the candidate.
Requirements
Education:
High school diploma or equivalent
Experience:
At least seven (7) years of experience in supporting C-Suite Executive or Director level
Knowledge, Skills & Abilities:
Advanced Knowledge in MS Office Suite (Word, Excel, PowerPoint, Outlook)
Excellent communication skills (verbal & written)
Ability to establish and maintain effective working relationships and foster teamwork in a diverse environment
Ability to maintain confidentiality when dealing with sensitive information
Core Competencies: Organizational Leadership
Understands the organizational mission
Understands ethics and public good; is concerned with public trust
Demonstrates respect for the opinions and beliefs of others
Collaboration
Contributes to an inclusive workplace where equity, diversity, inclusion, and individual differences are valued and leveraged to achieve the vision and mission • Demonstrates a sense of responsibility for the success of the group
Collaborates with others to improve quality and address needs
Innovation
Ability to adapt to change
Interpersonal Abilities/Personal Characteristics
Treats others with courtesy, sensitivity, and respect
Behaves in an honest, fair, and ethical manner
Assesses and recognizes own strengths and weaknesses
Uses sound judgment
Self-motivated
Organizes and maintains work environment to allow for maximum productivity
Communication
Communicates clearly and effectively, both orally and in writing
NOTE:Qualifying education, experience, knowledge, and skills must be documented on your job application. You may attach a resume to the application as supporting documentation but ONLY information stated on the application will be used for consideration. "See Resume" will not be accepted for qualifications.
General Information
Position Type, and Typical Hours of Work:
Full-Time | Grant Funded
Monday – Friday
Hours may vary based on the business needs of the department but may be required to work long and irregular work hours in circumstances of public health emergencies or to meet departmental deadlines.
Work Environment:
This job operates in a professional office environment.
This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.
Physical Demands:
This is primarily a sedentary position.
Physical Requirements:
This is a largely sedentary role; however, some duties would require the ability to lift 20 pounds and bending and standing for periods at a time.
Work Location:
Harris County Public Health (1111 Fannin, Houston, 77002)
Employment may be contingent on passing a drug screen and meeting other standards.
Due to a high volume of applications positions may close prior to the advertised closing date or at the discretion of the Hiring Department.
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