Administrative Specialist - Environmental Health Division

Posting number: 2600294

Department: Public Health

Division: Environmental Division

Job classification: Administrative Specialist

Posting type: Open

Categories: Administrative Assistant, Clerical & Data Entry, Environmental Services, Public Health, Customer Service, Office and Administrative Support

Summary

The Environmental Health (EH) Division is looking for an organized, adaptable, and customer-focused Administrative Specialist to help keep our programs running smoothly behind the scenes. This fast-paced and highly collaborative role supports a variety of Environmental Health programs and offers the opportunity to work on diverse projects that directly impact community health and safety.

In this role, you will:

• Support multiple EH programs with day-to-day administrative operations
• Coordinate billing, purchasing, supply ordering, ADA compliance tracking, and CORA requests
• Serve as a Health Space administrative user by making utility edits, running reports, and maintaining records/forms
• Assist with customer service and data tracking activities
• Provide project and administrative support to leadership and staff

This position performs complex and confidential administrative functions in support of senior leadership; ensures facilitation and coordination of efficient and effective operations. Employment is subject to the terms, conditions, and policies detailed in the Personnel Policies Manual (PPM). This position requires regular in-person presence as an essential job function. This position may be subject to grant funding.

Examples of duties

• Performs complex and confidential administrative support to senior leadership. Assesses the urgency and importance of tasks, takes appropriate action, and recommends solutions. Conducts research as needed; identifies and evaluates current needs and assembles materials as needed.
• Schedules and organizes complex activities such as events, meetings, travel, and conferences; provides proactive calendar management.  Coordinates pre-briefings and provides meeting materials.
• Organizes and prioritizes a high volume of information requests and phone calls; responds courteously and in a timely manner; provides information directly or refers the call appropriately. Responds to routine and complex questions and concerns with accurate information. Acts in a diplomatic and courteous manner to de-escalate situations. Provides reception functions with excellent customer service as needed.
• Assists leadership in monitoring budget(s) and tracking expenditures. Prepares budget adjustments, minor and major purchase orders, purchase requisitions, payment requests, and other financial documents. Serves as the Procurement Liaison.
• Verifies and processes invoices utilizing the assigned P-card. Reconciles financial statements, acquires necessary approvals, and submits documentation to the Finance Services Department.
• Collects and conducts research; compiles and analyzes data or statistics for preparation of reports, spreadsheets, charts, and graphs.
• Develops and designs general business communication, including letters, memos, charts, tables, graphs, meeting minutes, and business plans. Proofreads copy for spelling, grammar, and layout, making appropriate changes in adherence to branding standards. Responsible for the accuracy and clarity of the final copy.
• Prepares spreadsheets, reports, and presentations as requested; performs research and provides information as requested and/or utilizes in preparation of spreadsheets, reports, and presentations.
• Provides administrative and liai