Executive Assistant - Health Care District of Palm Beach County

Overview

This position coordinates administrative operations and provides the provision of direct administrative support to the CMO and Chief Compliance Officer. Performs communication and follow-up and may represent the leader in dealing with employees and others. Prepares, researches, edits, and formats correspondence, reports, and presentations. As assigned, may oversee one or more special programs/board committees of significant importance to the District and/or the department. The executive assistant provides support discreetly and with a high degree of confidentiality.

Responsibilities

Receives, prioritizes, and directs all incoming correspondence and requests. Responds to both written and telephone concerns and inquiries from the public, other personnel, and outside agencies; resolves the concern or directs to appropriate entities.Coordinates office management functions with other administrative assistants to ensure smooth and effective day-to-day operations of Executive Suite.Maintains, organizes, and coordinates detailed and busy calendar for the offier they support and office activities such as staff schedules, travel, meetings, appointments, deadlines, and project/program schedules. Coordinates and maintains department meeting calendar and other assigned meetings.Acts as liaison with the Board of Directors committees, internal departments, and outside organizations, gathering and relaying information as needed. Maintains appropriate level of confidentiality regarding all communications. Process invoices, purchase requisitions while ensuring appropriate approvals and cost center attribution.Prepares and formats accurate and effective reports and presentations such as budget performance reports, organizational charts, work tables, records, and related documentation; distributes to appropriate entities.Coordinates procurement of office supplies and other materials. Researches and acquires vendor proposals when directed.Processes purchasing card receipts and end of month documentation with signatures and sends to finance.Screens and manages the proper chain of command and signature authority levels on documents. Reviews various forms, records, charts, and budgets to ensure information is accurate, complete, and current; makes adjustments and corrections as appropriate.Effectively utilizes various modern computer applications in creating, maintaining, and updating department records, reports, charts, claims, and files, i.e., word processing software, spreadsheets, presentation software.Effectively operates a variety of modern office equipment in performing essential functions, i.e., copy machines, facsimile machines, telephone systems, transcriber, recording equipment, binders, calculators, computers, and printers.Effectively maintains, updates, retains and manages department filing system (electronic or paper), to include retrieving files, records, reports, and charts as directed. This includes coordinating the review and updating of department policy and procedures.Effectively assists other employees by relaying instructions, coordinating efficient workflow, and requesting information as needed.Processes, sorts, and distributes incoming and outgoing mail when applicable.Distributes communication concerning but not limited to: policy and procedures, directories, mailing lists, department lists, and files as applicable to assigned department.Completes special projects and performs related duties as assigned.

Qualifications

Education: Associate's Degree in business management, communications, or related area required. Bachelor's degree preferred.

Experience: Five (5) years' experience performing advanced administrative functions in support of senior executives. Advanced administrative experience supporting high level management positions required. Advanced administrative experience providing executive level support in a governmental or health care setting preferred. Must demonstrate expert level personal computer, organizational skills, and office administrative skills and the ability to perform advanced administrative

support functions. Considerable knowledge of public or health administration, medical, and/or legal terminology is highly desirable.

Certification: N/A Licensure: N/A Registrations: N/A Training: N/A

Health Care District of Palm Beach County is proud to be an Equal Opportunity Employer and Drug Free Workplace. We embrace diversity and do not discriminate based onrace, religion, color, national origin, gender (including pregnancy, childbirth, or related medical conditions), sexual orientation, gender identity, gender expression, age, status as a protected veteran, status as an individual with a disability, or other applicable legally protected characteristics.