DEPARTMENT: Public Health

LOCATION: Environmental Health

Job Summary AFSCME 1276

The Administrative Assistant IV provides administrative assistance to the assigned department. This is a highly confidential position involving sensitive information such as plans and initiatives, budget documents, and labor issues. A highly organized and proactive person is required for this position.

Typical Duties:

• Maintains the daily calendar including coordination of meetings, preparing pertinent documents prior to the scheduled meetings, and taking/distributing minutes.
• Plays an assertive role in assuring direct reports meet timelines for assignments as assigned.
• Screens calls and visitors for urgency, route and resolve problems as they arise.
• Writes correspondence, preparing reports and presentations as needed. Takes minutes of meeting, distributes to participants and maintains copies in files.
• Frequently uses and creates calculating spreadsheets, Power Point presentations, word processing and schedule meetings through Outlook.
• Receives and logs requests to hire, reviews for completeness resolving minor oversights. Informs of omissions or errors in paperwork. Logs in a database and is able to prepare reports upon request. Presents completed documents prior to approval meeting. Communicates position approval or deferment to staff.
• Continuously strives to organize files / documents and streamline office processes. Creates and maintains a logical electronic filing system.
• Maintains contact information for direct reports at the various affiliates and their designees.
• Maintains a resource directory and cooperative relations with all staff throughout the system.
• Handles reimbursements, processes payments, orders supplies, generates and follows with work orders.
• Initiates and follows through with office cleaning requests, equipment repairs, phone, keys and computer issues; troubleshoots other issues as they arise.
• Tracks time off for office staff and direct reports.
• Must have a positive and proactive approach to work. Presents a professional business manner in appearance, verbal communication and in written correspondence.
• Performs related duties as required.

Minimum Qualifications

• High School Diploma or GED
• Three (3) years of experience providing administrative support to a member of middle or upper management, or for multiple managers, or multiple departments
• Two (2) years of experience scheduling events, conferences, department wide training or other multi participant activities.
• Prior experience gathering and tracking departmental information and maintaining departmental reports.
• Prior experience coordinating and tracking short term projects within the department
• Experience managing email and written communication
• Intermediate proficiency with Microsoft Office applications including Word, Excel, PowerPoint, Outlook
• Knowledge, Skills, Abilities and Other Characteristics
• Intermediate proficiency with Microsoft Office applications including Word, Excel, PowerPoint, Outlook (MS Office testing will be administered, 70% minimum proficiency rate is required)

Knowledge, Skills, Abilities and Other Characteristics

• Intermediate proficiency with Microsoft Office applications including Word, Excel, PowerPoint, Outlook
• Thorough knowledge of the principles and techniques of office practices and procedures
• Excellent interpersonal, verbal and written communication skills necessary to communicate with all levels of staff and a patient population composed of diverse cultures and age groups
• Organizational and Project Management Skills
• Excellent customer service skills
• Demonstrated good computer and keyboarding skills
• Demonstrated good phone and email etiquette skills with strong response times
• Demonstrated analytical and organizational, problem-solving, critical thinking, and conflict management/resolution skills
• Demonstrated attention to detail, accuracy and precision
• Demonstrated positive and proactive approach to work
• Ability to think and make decisions independently
• Ability to perform general office administration activities (copying, faxing, filing)
• Ability to prioritize, plan, and organize projects and tasks
• Ability to multi-task and meet deadlines in a fast paced and stressful environment
• Ability to maintain a professional demeanor and composure when challenged
• Ability to function autonomously and as a team member in a multidisciplinary team

When applying for employment with the Cook County Health & Hospitals System, preference is given to honorably discharged Veterans who have served in the Armed Forces of the United States for not less than 6 months of continuous service.

• Meet the minimum qualifications for the position.
• Identify self as a Veteran on the employment application by answering yes to the question by answering yes to the question, "Are you a Military Veteran?"
• Attach a copy of their DD 214, DD 215 or NGB 22 (Notice of Separation at time of application filing. Please note: If you have multiple DD214s, 215s, or NGB 22S, Please submit the one with the latest date. Coast Guard must submit a certified copy of the military separation from either the Department of Transportation (Before 9/11) or the Department of Homeland Security (After 9/11).

• Discharge papers must list and Honorable Discharge Status. Discharge papers not listing an Honorable Discharge Status are not acceptable

• OR

• A copy of a valid State ID Card or Driver's License which identifies the holder of the ID as a Veteran, may also be attached to the application at time of filing.

VETERANS MUST PROVIDE ORIGINAL APPLICABLE DISCHARGE PAPERS OR APPLICABLE STATE ID CARD OR DRIVER'S LICENSE AT TIME OF INTERVIEW

*Degrees awarded outside the United States with the exception of those awarded in one of the United States' territories and Canada must be credentialed by an approved U.S. credential evaluation service belonging to the National Association of Credential Evaluation Services (NACES) or the Association of International Credential Evaluators (AICE). Original credentialing documents must be presented at time of interview.

*Please note all offers of Employment are contingent upon the following conditions: satisfactory professional & employment references, healthcare and criminal background checks, appropriate licensure/certifications and the successful completion of a physical and pre-employment drug screen.

*CCHHS is strictly prohibited from conditioning, basing or knowingly prejudicing or affecting any term or aspect of County employment or hiring upon or because of any political reason or factor.

COOK COUNTY HEALTH AND HOSPITAL SYSTEM IS AN EQUAL OPPORTUNITY EMPLOYER