Job Description

Executive Assistant Community Health Services Job 2967 (Community Health Services)
Lexington, KY, United States of America

Overview

The Lexington-Fayette County Health Department (LFCHD) is an independent public health agency charged with helping Lexington be well since 1904 and proudly nationally accredited since 2014. Vision: We will move Lexington toward being one of the healthiest communities in the nation. Mission: Helping Lexington be well. Values: We commit to being... Caring: We will treat our clients, community and coworkers with compassion and kindness. Accountable: We will respect all individuals without bias and value their uniqueness. Respectful: We will respect all individuals without bias and value their uniqueness. Equitable: We will provide services and care equitably to all of our clients throughout the community. Service: We are here to serve our clients and community. LFCHD provides a wide range of public health services for the community, including restaurant inspections, flu shots, HANDS visits for moms and dads, diabetes prevention/management, training to licensed child care providers, nutrition through the Women, Infants and Children (WIC) program, school health, a needle exchange program to fight the spread of hepatitis C and HIV, and much more. Visit www.lfchd.org to learn more about LFCHD!

Job Skills / Requirements

External applications received by September 29, 2021 may be given first consideration. 

This is a full-time, 37.5 hours per week non-exempt position.  The pay rate is $17.23 per hour with a full comprehensive benefits package.  

Responsible for performing secretarial work of an administrative nature for the Community Health Officer and Community Health Leadership Staff and to relieve the Community Health Officer of administrative details within his/her office.  Provide administrative assistance and support for key personnel and other as directed. The incumbent is expected to handle research and resolve issues as appropriate, some which may be confidential or sensitive in nature. Serves as a back-up to other Executive Assistant positions as needed.

  • Responsible for recording, transcribing and dispensing minutes for executive level meetings. Maintains a filing system for agendas, minutes, and hand-outs/action forms for areas of responsibility.  Also responsible for the compilation of reports for monthly distribution to the appropriate committee members, key staff members, and general public.
  • Prepares and maintains materials, including letters, forms, and reports from drafts. Composes replies to correspondence and memoranda as directed by the supervising officer/manager, prepares questionnaires, requisitions, registration forms and other important papers.
  • Screens incoming telephone calls and visitors. Tactfully direct them to appropriate parties. Takes complaints from the general public, making sure that the services image of the health department is maintained.
  • Makes appointments and maintains appointment schedule for the supervising officer/manager, making sure that communication between officer/manager and department staff is kept open.
  • Contacts persons in the department or in outside agencies to collect or give information, makes arrangements for meetings and conferences, makes travel arrangements and submits appropriate paperwork for expenses and reimbursements for the officer/manager.
  • Assists the officer/manager in planning and analyzing special problems and handle details, assists with special projects and meetings and gives information on department services and functions.
  • Maintains records and files for officer /manager’s office including information library of journals, books, magazines, and other reference materials; opens and prioritizes incoming correspondence. Distributes out-going correspondence.
  • Shares mail distribution and other administrative tasks and duties with other staff and provides back up for other administrative assistants as necessary.
  • Processes student requests for experience and maintains files and tracking of hours for students. Corresponds with university programs seeking to place their students with the LFCHD for public health experience.  Prepares agreements for review of Community Health Officer and routes for executive approval.  Arranges for rotation schedules when needed for students or residents.
  • Assist in accreditation related activities including but not limited to document tracking, narrative review and editing, and meeting participation.
  • Assist in quality improvement and quality assurance activities as needed.
  • Serve as point of contact for Community Health when Officer is not available and direct communications to appropriate personnel.
  • Serve in assigned Public Health Preparedness roles in the event of community disaster or preparedness exercise and provides administrative support to preparedness activities as needed.
  • Performs backup for other administrative assistants in the office as necessary.

REQUIRED EDUCATION AND EXPERIENCE: High School diploma/GED and 18 months business education or training beyond the high school level and five (5) years of experience.  Experienced in recording, transcribing and dispensing minutes from various board or executive staff meetings. Secretarial experience in administrative supports, strong word processing (proficiency priority placed on alphanumeric accuracy and attention to detail), and spreadsheet applications or equivalent education/experience.   

 

Education Requirements (Any)

EXADM: High school diploma or GED and 18 months business education or training beyond high school

Additional Information / Benefits

Lexington-Fayette County Health Department (LFCHD) offers a comprehensive benefits package to full-time and part-time eligible employees, including paid time off (annual and sick leave accruals). Employee benefits summary: Four medical plans are offered, so you can select the coverage that best meets your needs. Two plan options include an employer-funded health reimbursement account. Employees who waive medical coverage are eligible for an employer-funded health reimbursement account that receives $175 per month. Dental Insurance and Vision Insurance is available with three plan options ranging from basic to comprehensive. Additional benefits include basic life insurance and long term disability; cafeteria plans; wellness program, employee assistance program; paid holidays; paid annual leave and paid sick leave; and tuition reimbursement program. Retirement Benefits include the Kentucky Employees' Retirement System and Cash Balance plan and Kentucky Deferred Compensation which includes 401(k), 457, and IRA options.

Benefits: Medical Insurance, Life Insurance, Dental Insurance, Vision Insurance, Paid Vacation, Paid Sick Days, Paid Holidays, Long Term Disability, 401K/403b Plan, Pension/Retirement, Educational Assistance


This job reports to the Officer Community Health Services

This is a Full-Time position 1st Shift.

Number of Openings for this position: 1