Description

The Hamilton County Health & Social Services Division has a responsibility to respond quickly and efficiently when public health emergencies occur. All Hamilton County Health & Social Services Division employees are responsible for ensuring their contact information is current and they are accessible should a public health emergency arise. The Hamilton County Health & Social Services Division maintains a call down system to store contact information and mobilize staff in the event of an emergency. During a public health emergency, all staff are required to respond should a call to mobilize be made. During a public health emergency, work hours for any and all Hamilton County Health & Social Services Division employees are subject to modification to meet the needs of the community.

Under close supervision, performs advanced skill secretarial duties such as special projects, assuming administrative duties for a director, or other designated office group. Composition, office coordination, data gathering and reporting, and may provide lead supervision of others.  

ESSENTIAL FUNCTIONS: (Essential functions, as defined under the Americans with Disabilities Act, may include the following tasks, physical requirements, knowledge, skills, abilities, and other characteristics. This list of tasks is ILLUSTRATIVE ONLY, and is not a comprehensive listing of all functions and tasks performed by incumbents of this class.)

Tasks

Performs a wide variety of secretarial duties. Types from rough drafts, legal documents, contracts, minutes, grant applications, general correspondence, confidential data, personnel reports, and accounting reports. Receives and screens telephone calls and visitors.  Assists visitors or callers by answering questions or providing information. Determines when referral is appropriate. Sets up and maintains confidential and departmental files.

Interacts with department staff, County personnel, outside agencies and the general public. Troubleshoots general office problems. Handles difficult situations and questions in person and on the telephone. Assembles, researches, and summarizes information from various sources. Coordinates appointments, meetings, personnel interviews, out of town travel and conferences, etc. for management or others as needed. Provides information to other departments and clients.

May assist with budget process. Records and tracks account expenditures. Creates worksheets on computer. Prepares or assists in the preparation of periodic reports. Performs simple analysis regarding account status.  Handles personnel or other administrative forms for department. Assists with other projects or special assignments as assigned.  Maintains confidentiality of personnel and/or other sensitive information. Performs other related duties as assigned.

Data system; collects, documents, and maintains sensitive client information in and for client records; manages client files and file system; collects service delivery data for Program Manager; maintains current and accurate knowledge base on agency as well as community resources for client assistance; assists clients with referral information; serves as central communication point for program and clients; monitors waiting area for visitors and/or client’s exhibiting high levels of stress/agitation; assists team to de-escalate and resolve situations with angry or upset clients (i.e., presenting with challenging behavior); assists clients with non-program related needs as appropriate; serves as back-up secretary for other programs.

Maintains confidentiality of personnel and/or other sensitive information.  

Performs other duties as assigned.

Knowledge, Skills, Abilities, and Other Characteristics

Knowledge of County programs, organization, and operation relative to assigned work.

Knowledge of standard office practices, principles, and methods.

Knowledge of report preparation and writing.

Skill in the use of a personal computer and related software.

Skill in English composition, grammar, spelling and punctuation.

Skill in establishing and maintaining effective working relationships.

Skill effectively communicating in both oral and written form.

Skill in Microsoft Office Suite, specifically in Excel, Outlook, and Word.

Skill in multi-tasking and thriving with new and varied challenges and projects. 

Minimum Qualifications

The equivalent of a high school diploma and three (3) years of secretarial work experience. Must type 45 words per minute. Must possess a valid driver’s license.

ADDITIONAL REQUIREMENTS:

This position is deemed essential/situational during inclement weather situations and must report to or remain at work, even when administrative closings are announced, as determined by the Department Head.  

Prior to operating a County-owned vehicle, all employees are required to complete the HC Defensive Driving course and/or an Emergency Vehicle Operations Course (EVOC) provided at the department level.

PHYSICAL REQUIREMENTS:

Work requires a minimum of physical effort with intermittent sitting, standing, and walking; extensive computer keyboarding; occasional lifting of up to ten (10) lbs.

ADDITIONAL INFORMATION:

This job description is not designed to cover or contain a comprehensive listing of all activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

Any overtime hours offered in this position are not guaranteed, are an estimate, and are subject to change.

All positions within Hamilton County Government are considered work in-person and require regular and punctual attendance.

All positions within Hamilton County Government may require work on Holidays or weekends. Additionally, irregular hours and shift work may be required, including possible extension of shift hours, at times with short notice.

AN EQUAL OPPORTUNITY EMPLOYER
Hamilton County does not discriminate on the basis of race, color, national origin, sex, religion, age, or disability in employment or the provision of services. A copy of Hamilton County's Equal Employment Opportunity Plan (EEOP) & Utilization Report is available on the County’s Equal Employment Opportunity (EEO) Office home page.

https://www.hamiltontn.gov/Department_EqualEmploymentOpportunityOffice.aspx