The following provides a general description of duties and a more specific description of requirements for the Administrative Assistant II (AAII). Please note that the summary of responsibilities and required abilities identified below are not to be construed as an exhaustive statement of duties, responsibilities, or requirements.
The AAII will support the County PHC Program, an innovative new approach aimed at increasing compliance with County Health Officer Orders (HOOs) at workplaces in key sectors experiencing significant COVID-19 outbreaks, complaints, and HOO violations. The AAII will support grant managers overseeing PHC contracts; help collect, enter, manage, and analyze County PHC Program data; assist with processing of invoices and scopes of work; and provide support with reporting, correspondence, and scheduling. The AAII will report directly to the Project Manager for professional oversight and direction.
The duties of the AAII include, but are not limited to:
- Supports grant managers in providing fiscal and programmatic oversight of the County PHC Program contractors and ensuring quality services;
- Creates, manages, and analyzes Microsoft Excel spreadsheets and databases, including collecting, tracking and analyzing data for the County PHC Program;
- Assists in conducting studies to ascertain the efficiency and effectiveness of the County PHC Program operations;
- Prepares or assists with budget preparation, accounting, and processing of invoices, processing of monthly reports, and preparation of scopes of work;
- Prepares or assists in preparing a variety of reports, manuals and correspondence, as well as planning meetings and conference/ video calls with stakeholders and County PHC Program staff;
- Assists in conducting audits of contracted agencies;
- Complies with all required Public Health trainings; and
- Carries out special projects, as assigned.
- Two years of experience in a staff capacity analyzing and making recommendations for the solution of problems of organization, systems and procedures, program, budget or personnel; and
- A valid California Class C Driver License or the ability to utilize an alternative method of transportation when needed to carry out job-related essential functions.
- Windows-based laptop or desktop device, with a speaker and mic;
- Reliable Wi-fi/internet access;
- A bachelor’s degree from an accredited college or university;
- Excellent organizational, interpersonal, verbal and written communication skills;
- Highly organized and detail oriented;
- A creative systems thinker;
- Proficient in Microsoft Word, Excel, and Outlook; and
- Strong work ethic, reliable and able to meet deadlines and obligations.