Executive Administration Manager - Health District - 1

SUMMARY
Oversees district’s administrative support staff; responsible for district’s receivables and payables, including the preparation of requisitions (for purchase orders) and payment authorizations; supports the BC Board of Health (BOH); manages the Brazos Valley Health Coalition; provides support to BC emergency management with public health preparedness; and serves as the department’s Health Insurance Portability and Accountability Act (HIPAA) Compliance Officer.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.

Manages administrative support staff, including assigning and reviewing their work, conducting performance evaluations and regular staff meetings, and recommending personnel actions.

Controls the preparation of requisitions for purchase orders and payment authorizations (including the typing, the entering of the data, the processing, and the filing).

Deposits department’s monies, including collecting funds and reconciling bank deposits, and prepares checks for reimbursements, responsible for all the district’s payables and receivables.

Prepares and maintains monthly reports for BC BOH regarding financial receipts and meeting minutes.

Handles data entry and maintaining billing for district services.

Administers the ordering of district’s supplies and equipment and maintains equipment inventory.

Assists with the preparation of the annual budget and monitors expenditures monthly.

Governs the development and maintenance of district’s policies and procedures and maintain current job descriptions related to all support personnel positions.

Complies with policies and procedures delineated in the current “Employee Handbook and Personnel Policies of Brazos County, Texas” and department supplements.

Directs new employee orientation and trains administrative support services staff as necessary.

Assists in developing, monitoring, and analyzing progress toward the achievement of district’s goals and objectives.

SUPERVISORY RESPONSIBILITIES
Supervises administrative support services personnel, including assigning and reviewing their work, conducting performance evaluations, and recommending and executing personnel actions.

QUALIFICATIONS
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.  The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and/or EXPERIENCE
Bachelor’s degree in business administration, or a public health related field, plus five years of management and administrative experience, or any equivalent combination of education and experience which provides the required knowledge, skills, and abilities.

KNOWLEDGE OF
Supervisory techniques, basic bookkeeping procedures, personnel policies and procedures, standard office practices.

SKILL/ABILITY TO
Supervise, train, motivate, and evaluate the performance of employees; establish and maintain effective working relationships with county employees, representatives of governmental agencies, and the general public; communicate effectively, both orally and in writing; operate standard word processing and spreadsheet software; develop new, and interpret existing policies and procedures; analyze and interpret various data.

CERTIFICATES, LICENSES, REGISTRATIONS
Valid Texas driver’s license and dependable vehicle.  

PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle or feel; reach with hands and arms and speak and hear.  The employee frequently is required to stand and walk.  The employee must occasionally lift and/or move objects weighing up to 20 pounds, such as files, stacks of records or other similar objects.  Specific vision abilities of this job include close vision and the ability to adjust focus.

WORK ENVIRONMENT
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the office work environment is usually moderate. The employee must frequently perform multiple tasks simultaneously, work closely with others as part of a team, and work under time pressures. This job requires some travel and field work.

Brazos County is a county located in the U.