Executive Assistant I

Location: Asheboro, NC | Full-time | Job Number: 202300945

About the Role

The primary purpose of Randolph County Public Health is to preserve, protect, and improve the health of the community. The administrative section's activities toward this purpose involve planning or quality services, hiring personnel, submitting budgets and administering finances, supervision of personnel, problem solving, enforcing public health law, and community education and public relations.

The Executive Assistant position includes a variety of administrative functions, including but not limited to personnel functions (including payroll), managing department vendor contracts and agreements, communications with Board of Health members, attending Board of Health meetings, preparing meeting minutes, assisting with agency accreditation, serving as vital records clerk back-up, and acting as a notary public. The role supports the Health Director and Assistant Health Director as needed.

Responsibilities

• Manage and process agency vendor contracts and agreements, ensuring adherence to completion timeframes. Tasks include initiating the contract/agreement process, updating contracts/agreements, contacting vendors, obtaining required documentation, and other related tasks.
• Handle personnel functions within the department, including:
  • Maintaining personnel files
  • Compiling performance appraisals
  • Processing personnel action forms
  • Posting position vacancies
  • Assisting with equitable salary determinations
  • Verifying timecard entries
  • Tracking paid leave and general leave requirements
  • Completing payroll for all employees
  • Ensuring compliance with Accreditation guidelines and standards
• Plan, prepare, and attend Randolph County Board of Health bi-monthly meetings. Responsibilities include:
  • Documenting and archiving board meeting minutes
  • Preparing meeting agenda packets
  • Serving as liaison for communication to board members
  • Administering oaths
  • Maintaining annual meeting components according to Accreditation governance schedule
  • Ensuring compliance with Accreditation standards
• Assist administrators with agency accreditation, preparing and presenting the annual report, and handling special statistical or financial projects for the department.
• Serve as agency notary and vital records back-up.

Position Characteristics

• Accuracy Required: Responsible for accurate documentation of board of health meeting minutes, completion of contracts, and ensuring personnel records are accurate and complete. Errors in contracts or payroll could jeopardize validity, delay services, or affect timely payment to employees.
• Direction: Specific directions are provided for data entry, using the county data management system, contract management, and compiling reports. General direction is given for some projects based on broad goals and policies.
• Independence: Works independently, with the supervisor available for information or instruction as requested. Performance evaluation is conducted according to county policy.
• Contact: Significant contact with administrative employees. Intermittent contact with community members during annual report preparation and community diagnosis activities.
• Physical Demands: Mostly sitting or walking in a building. Lifting of reference materials not to exceed 20 lbs. Mostly indoors, but occasionally exposed to elements during community assessment activities.
• Policies and Manuals: Follow Randolph County Government policies, Randolph County Public Health policies and procedures, Executime guidance documents, and the NC Vital Records Manual.
• Tools and Equipment: Phone, calculator/adding machine, computer, reports, filing, and copier.
• Sensory Requirements: Standard vision requirements plus depth perception, color perception, and peripheral vision. Ability to prepare and analyze written/computer data.
• Safety: Follow all agency safety rules and requirements. This position does not require exposure to bloodborne pathogens.

Requirements

• Bachelor's degree, preferably in business administration or a related discipline from an appropriately accredited institution; or
• Associate's degree in secretarial science, business administration, or a related discipline from an appropriately accredited institution and two years of progressively responsible administrative/office management experience; or
• High school or General Educational Development (GED) diploma and four years of progressively responsible administrative/office management experience; or
• An equivalent combination of education and experience.
• Advanced skills with Excel software.

Preferred Qualities

Seeking a highly motivated individual who can work in a fast-paced setting and has excellent writing skills.

Schedule

Monday–Friday, 8 a.m. to 5 p.m., with the possibility of occasional evenings and/or weekends.

Benefits

For details on employee benefits, visit Randolph County Employee Benefits.