Skip Navigation
COVID-19: Information, Resources, and Cancellations
 
Page Background
Close
 

Administrative Secretary To Dept/Agency Head

Type of Position:
Full-Time
Department:
Health
Closing Date:
01/25/2021
Continuous Recruitment:
NO
Salary Range:  $46,006 - $77,672 
Job Detail:

Position: County Exempt   Grade E-01

Main Purpose:

Provides Administrative support to the Health Officer and acts as intermediary for the Health Officer to the Department's upper management, bureaus, programs and over 850 employees.  Duties include independent resolution of issues; composing correspondence and emails on behalf of the Health Officer; reviewing and tracking emails and correspondence; handling all documents that require the Approving Authority’s signature;  and providing other support functions such as maintaining the calendar, scheduling meetings, taking minutes at meetings, tracking items to meet deadlines; monitoring required licenses; assisting with budget preparation; and handling special projects.  This position also provides back-up support to the two Deputy Health Officers and the Chief Financial Officer.

Essential Duties:

  1. Serves as primary contact for the Health Officer, reviewing correspondence and emails; screening calls; resolving issues independently; providing staff, state and local officials, other agency representatives, and members of the public with information, using knowledge and resources of the programs.  Acts as the intermediary for the Health Officer with the senior management team and the Public Information Officer.
  2. Provides administrative support to the Health Officer and back-up support to the two Deputy Health Officers and the Chief Financial Officer, including scheduling meetings; taking minutes; handling correspondence and emails; providing materials for meetings; arranging venues and refreshments as needed; making travel arrangements; handling registration for training, conferences and events; tracking documentation and projects; maintaining files; monitoring deadlines; answering phones; and composing letters, emails and memorandums; handling subpoenas; and assisting with special projects.
  3. Assures that the Health Officer’s priorities are tracked and deadlines are met by providing the Health Officer with a daily list of important “to do” items; reading and labeling the Health Officer’s emails to provide him with easy access; developing and maintaining other tracking systems using spreadsheets and google documents, 
  4. Independently reviews incoming correspondence and emails to determine action, referral and/or follow-up.  Composes correspondence and electronic communications to the department staff, other agencies, citizens of the county and government officials on behalf of the Health Officer.  Tracks the Health Officer’s emails and correspondence to assure that deadlines are met and that referrals or follow up are completed.
  5. Schedules, prioritizes and maintains the Health Officer's daily schedule.  This includes meeting the challenges of schedule conflicts and determining priorities, assuring that staff are included as necessary, arranging meeting details whether in person or virtual, and preparing agendas and/or supporting materials as required.
  6.  Responsible for adding the Health Officer's electronic signature, after approval, to documents and tracking all documents, including agreements, contracts, MOAs, MOUs, legal documents, licensing documents, purchasing documents, Human Resources actions, and all correspondence.  This includes maintaining a tracking system, contacting the State and/or County Law Office as necessary, uploading documents to DocuSign for legal signatures from County officials, and distributing signed documents to the requesters. An electronic and a hard copy of official documents is maintained. 
  7. Evaluates the complexity of emergencies and determines the level of urgency and the appropriate program/agency to contact.  Has frequent contact with government officials, members of the media, legislators, County Council members, State officials and the County Executive's staff. 
  8. Maintains confidential files, regulations and codes, mandates, policies and procedures, reference materials, fiscal information and correspondence of a technical, professional and confidential nature, including electronic files, for the Health Officer.  
  9. Assures that licenses, subscriptions, approving authority documentation, and all other documents are maintained and updated within deadlines on behalf of the Health Officer.
  10. Responsible for collecting timesheets for County Merit staff that are directly supervised by the Health Officer, in order to add his approval signature and refer to Payroll within deadlines.
  11. Handles special projects for the Health Officer, Deputy Health Officers, and Chief Financial Officer as necessary.

Minimum Qualifications:  

  • Qualified candidates must possess a bachelor's degree from accredited college or university, at least five years experience performing administrative support to a senior level administrator or executive level staff 
      
    *Candidates may substitute additional experience in administrative staff or professional work on a year-for-year basis for the required education.
  • 5 years Executive administrative support experience that includes  
    • Computer proficiency in Google Docs, internet search knowledge, Microsoft Word, Excel, Adobe etc;
    • Composing correspondence, letters, memo, and emails;
    • working collaboratively with internal and external stakeholders; to include Legislative staff, the general public, vendors, and constituents;
    • preparing presentations at the executive level.
    • Executive level calendar management.

Preferred Qualifications: 

  • Excellent verbal/written communication skills;
  • Excellent Interpersonal skills;
  • Ability to work in a fast pace, ever changing environment;
  • Ability to work independently
  • Excellent organizational/time management skills;
  • The ability to work independently and provide a high level of productivity.

Interested applicants, who meet the minimum qualifications, can apply by sending a cover letter and resume to: Krystal Bowser-Garisto, Anne Arundel County Department of Health, 3 Harry S. Truman Parkway, Annapolis, MD 21401; fax to (410) 222-4392; or email [email protected]