Executive Assistant (Health Centers Division)

Job ID: 106288

Location: Oregon City, Oregon

Full/Part Time: Full Time

Regular/Temporary:Regular

Clackamas County employees work to serve the public and enrich our community. In that spirit, we pledge to hold ourselves to these standards at all times in our interactions with customers and one another:

• Service

• Professionalism

• Integrity

• Respect

• Individual accountability

• Trust

By incorporating these values into our daily routines, we can better serve our customers, ourselves and our projects. We're always looking to improve. That's the Clackamas County SPIRIT.

https://www.clackamas.us/countyadmin/spirit

This Job Posting closes at 11:59 p.m. (Pacific Time) on Tuesday, May 31, 2022.

Annual Pay Range: $58,271.30 - $78,666.69

Hourly Pay Range: $28.015047 - $37.820522

Salary offers will be made within the posted pay range and will be based on a candidate's experience (paid or unpaid) that is directly relevant to the position.

• 16 hours per month vacation accrual

• 10 paid holidays and 1 personal day per year

• 8 hours per month sick leave accrual

• Employee will be eligible for benefits first of the month following their hire date.

• A choice of medical plans with vision and prescription drug coverage

• A choice of dental plans

• Chiropractic coverage and alternative care benefits

• Robust wellness programs, including gym discounts and wellness education classes

• A variety of optional benefits

• Longevity pay after five (5) years of employment with the County

This is a full time non-represented group 2 County position.

https://dochub.clackamas.us/documents/drupal/89bed039-1cd2-4362-87d1-58972a37473b

http://www.clackamas.us/des/benefits.html

Clackamas County's Health Centers Division is looking for a highly motivated, organized and self-directed individual who enjoys details, and can effectively prioritize tasks with changing priorities to join the Health Centers management team as Executive Assistant. The Executive Assistant will provide administrative & confidential support to the FQHC Director, the Primary Care & Dental Operations Manager and the Administration & Financial Services Manager, as well as perform the duties of the Health Centers Human Resources (HR) Liaison.

Clackamas County's Health Centers is a Federally Qualified Health Center (FQHC), and includes four primary care clinics (including dental care), three behavioral health clinics and five School Based Health Centers. The Health Centers Division is dedicated to offering high quality physical, dental and behavioral health services to individuals throughout Clackamas County, with a focus on patient-centered care that helps individuals and families thrive!

The Executive Assistant provides confidential and complex administrative duties in support of executive management. Executive Assistants are responsible to routinely and regularly assist management with sensitive information and processes associated with employee discipline and grievances, collective bargaining issues and budget issues related to the workforce. Positions serve as the first point of contact and represents/communicates on behalf of the executive management position, regularly interact with high level internal and external customers, and conduct research, studies, and special projects to assist the executive in developing and meeting immediate and long range fiscal and operating goals.

Successful candidates will have a background supporting operations of a diverse management team, with the ability to use discretion in highly confidential and sensitive matters. The ideal candidate will have robust computer skills; the ability to work independently and seek out answers to questions; take initiative and be team-focused; have strong interpersonal communication skills; and have the ability to manage multiple tasks and shift priorities frequently in an ever-changing environment, specifically in a healthcare or public sector setting.

Equity, diversity, and inclusion are at the core of everything we do. Clackamas County is committed to building a workforce that reflects the community we serve. In that spirit, we encourage applicants of diverse backgrounds and experiences to apply.

• A minimum of two (2) years of relevant administrative/executive support experience that includes the following:

• Working with confidential and/or sensitive documents

• Managing calendars, scheduling and staffing meetings

• Drafting, proofing and preparing documents and correspondence

• Tracking timelines and projects

• Researching information, tracking, compiling, and monitoring data, and/or maintaining records in databases, spreadsheets, and paper filing system

• At least one (1) year of direct customer service in a fast paced environment with internal and external clients

• At least one (1) your of experience working with and handling confidential and/or sensitive documents including appropriate use of discretion and independent judgment

• Effective oral and written communication skills

• Demonstrated ability to appropriately prioritize, re-prioritize, and manage a variety of responsibilities at the same time, including coordinating multiple projects in a fast-paced environment with minimal direction

• Ability to effectively use and instruct others in the use of Microsoft Office, including Word, Excel, PowerPoint, and Outlook

• Must pass a criminal history check which may include national or state fingerprint records check

• Driving may be necessary for County business. For position(s) with occasional/incidental driving, incumbents must possess a valid driver's license. Accommodation requests for an acceptable alternative method of transportation will be reviewed on an individual basis in compliance with State and Federal legislation. For position(s) with regular driving, incumbent(s) must also possess and maintain an acceptable driving record throughout the course of employment. http://dochub.clackamas.us/documents/drupal/828106a0-265a-47cc-a3a6-0a2c8b028673

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At least one (1) year of experience working in a health care setting and/or public sector

*For Veterans qualified for Veteran's Preference: If you believe you have skills that would transfer well to this position and/or special qualifications that relate to this position, please list those skills and/or qualifications in the open-ended question at the end of the application and explain how those skills and/or qualifications relate to this position.

• Regularly handles highly sensitive and/or confidential matters; acts as liaison to County's centralized HR administration; researches personnel rules, issues and processes to provide information to department management and staff. Under direction prepares sensitive correspondence regarding discipline, grievances and discharge; completes forms and monitors personnel processes for compliance with County policies and procedures; develops and maintains department/division employee records; performs confidential tasks related to processing of employee discipline actions.

• Performs a variety of complex and confidential administrative support functions for executive management. Keeps Director and other management apprised of urgent and time-sensitive matters. Works independently and serves as the first point of contact and represents/communicates on behalf of the executive management, regularly interacts with high level internal/external customers.

• Assists executive with administrative duties such as managing calendar and coordinating and scheduling appointments, meetings, events, and conferences; compiles expense reports and prepares post-travel memoranda. Provides a high level of customer service to internal and external customers at all times; prioritizes and summarizes critical or urgent issues directed to the executive; directs inquiries from the public, employees, management, and other staff to appropriate individuals other than the executive; may prioritize, reallocate time, and schedules for department management.

• Emails disciplinary and termination letters to affected staff; downloads and maintains audio files for investigation and mitigation meetings; prepares letters to staff and witnesses regarding personnel investigations; maintains disciplinary notes and correspondence; prepares layoff notices to staff.

• Attends Health Centers Leadership Team bi-weekly meetings where confidential information is shared and prepares minutes.

• Prepares spreadsheets for easy interpretation for the FQHC Director to monitor which supervisors are overdue in completing performance appraisals; prepares reports using charts and graphs to illustrate trends for staffing count, turnover, gender, ethnicity, classifications, age ranges and years of service.

• Develops, recommends and implements administrative policies, workflow and processes. Reviews, interprets & applies union contract language, personnel ordinance & other policies to all work to ensure processes are followed. Updates forms and templates when necessary.

Considerable Knowledge of: Principles and procedures of office management and administration; English spelling, punctuation, grammar, and composition; arithmetic, clerical/accounting, principles and processes; general care and operation of the equipment used and their functions/capabilities.

Thorough Knowledge of: Techniques and principles of supervision and training; public relations techniques and concepts; applicable program policies and procedures and/or rules, regulations and statutes depending upon assignment of duties and responsibilities

Working Knowledge of: Fiscal monitoring and planning methods; governmental budgeting techniques and procedures; research techniques and procedures; office equipment, including computer systems and software programs such as word processing and spreadsheets; statistical calculations.

Skill to: Organize and maintain office/administrative systems and procedures; understand, interpret and apply County and department policies and procedures, and technical materials; communicate effectively, both orally and in writing; compose correspondence requiring a high degree of initiative and judgment; conduct independent research; define administrative problems and recommend and implement solutions; collect, evaluate and summarize data; prepare and present clear and concise reports; establish and maintain effective working relationships with County employees and officials, contracted service providers, other governmental agencies, citizen groups and the public; operate office equipment; lead or supervise the work of assigned staff.

This position is included in the County's alternate workweek program, working 40 hours during a standard workweek of Monday through Thursday (Fridays off).

• Specific hours of work will be discussed with the candidate selected for this position at the time an offer of employment is extended.

• This position is eligible for hybrid on-site/telework subject to the https://dochub.clackamas.us/documents/drupal/9065b5fb-2237-47ce-9534-e7c8c40fc2bc and based on the Department's business needs. The exact amount of on-site/telework and schedule will be discussed with the hiring manager during time of offer. Telework locations cannot be located outside of Oregon or Washington. Washington residents must perform 50% of their time on-site at Clackamas County.

Clackamas County is in a prime location in the Portland, Oregon metropolitan area and is recognized nationally as one of the most livable areas in the United States. Located on the southern edge of the City of Portland and extending to the top of Mt. Hood, Clackamas County is part of a thriving region in the Northwest. It has a population of about 400,000 citizens.

http://www.clackamas.us/

http://www.clackamas.us/onboarding/

https://www.mthoodterritory.com/

http://www.clackamas.us/diversity/

ABOUT THE DEPARTMENT

Clackamas County Health Centers provide direct medical, dental, and mental health services to Clackamas County residents.

We provide services at our Integrated Primary Health Care Clinics, our mental health clinics, or through our School Based Health Centers.

Health Centers is a Division of the http://www.clackamas.us/h3s/

http://www.clackamas.us/healthcenters/

Clackamas County only accepts online applications.

Help With Your Application:

https://dochub.clackamas.us/documents/drupal/6b3147a3-bf84-4f52-8238-64a37e936b4f

https://www.clackamas.us/jobs#helpwiththeapplication

If you have any questions or issues you may contact the Department of Human Resources at 503-655-8459 or mailto:jobs@co.clackamas.or.us?subject=Application%20Materials%20Question. Our office hours are Monday - Thursday 7:00 a.m. - 6:00 p.m. Pacific Time (closed on Fridays).

HOW TO CLAIM VETERAN'S PREFERENCE

https://www.clackamas.us/des/jobs.html

https://dochub.clackamas.us/documents/drupal/a67ee11c-861c-4126-aa5a-4dec6174f6eb

Clackamas County does not offer visa sponsorships. Within three days of hire, applicants will be required to complete an I-9 and confirm authorization to work in the United States.

EQUAL EMPLOYMENT OPPORTUNITY

Clackamas County is an Equal Opportunity Employer. We value diversity, equity, and inclusion as essential elements that create and foster a welcoming workplace. All qualified persons will be considered for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, political affiliation, disability or any other factor unrelated to the essential functions of the job.

If you wish to identify yourself as a qualified person with a disability under the Americans with Disabilities Act and would like to request an accommodation, please address the request to the Department of Human Resources prior to the recruitment close date. You may request an accommodation during the online application process.

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