Administrative Coordinator - Office of Strategic Affairs with ACHD

What Success Looks Like In This Job

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Within the Adams County Health Department (ACHD), this position is critical for the success of working with others to ensure the health and well\-being of our communities.

Under minimal daily supervision, this position performs a variety of complex administrative and project\-support duties. These include project management, SharePoint management, data entry, Smartsheet administration, and routine tasks. The role reports directly to the ACHD Chief of Staff within the Office of Strategic Affairs.

This position also provides exemplary customer service by responding to inquiries and assisting both internal and external customers in navigating ACHD services and resources. The individual in this role will interact with a wide range of community members and handle confidential situations that require discretion, respect, and strong communication skills.

Organizational Information:

Adams County Health Department (ACHD) was established on January 1, 2023, and continues to operate as part of Adams County Government. Since its formation, ACHD has grown into a robust health department composed of six divisions: Performance and Business Excellence, Strategic Health Initiatives, Epidemiology and Data Science, Nursing, Environmental Health, Nutrition, and Family Health, with approximately 225 staff, and has an annual budget of roughly 30 million.

The anticipated hiring range for this position is $61,521\.12 \- $70,749\.29 annually. The full salary range for this role is $61,521\.12 \- $86,129\.56 annually.

Examples of Duties for Success

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Performs various complex administrative, coordination, and support functions with considerable initiative and independent judgment to support the department.

Customer Service:

• Using excellent customer service skills, receives and screens telephone calls and visitors through a multiple\-line telephone console in the office.
• Provides information on a variety of matters requiring thorough knowledge of agency services, policies and procedures, and applications, necessary research to respond to inquiries. Refers more technical and complex matters to the appropriate program or person.
• Provides technical assistance and advice to staff in the use of department computer software applications and the peripheral office equipment.
• Administers various administrative programs for the department, using initiative, sound judgment, and critical thinking skills. Serves as a primary contact, responding to inquiries and ensuring appropriate procedures are followed.
• Establishes and maintains effective working relationships with other ACHD employees, representatives of other departments, businesses, and members of the community.
• Works closely with other administrative staff across the department and county to ensure the smooth functioning of the department and achievement of departmental goals.

Operational Support

• Provides complete business administrative support for various programs across the entire department.
• Performs work processes accurately and completes a relatively heavy workload in a timely manner, often with minimal supervision.
• Maintains intermediate operational knowledge of personal computers, related equipment, and software including word processing, specialized databases.
• Maintains and updates routine filing systems, files, and records such as database files, mailing lists, and related materials.
• Maintains excellent verbal and written communication skills, including English language use, spelling, plain language, and grammar determine correctness, suitability, and acceptability of documents for processing. Uses current business letter writing techniques effectively and accurately.
• Receives and sorts incoming correspondence, reports, and other materials, determining which items to handle personally and which to route to the supervisor, appropriate staff, or divisions. Reviews outgoing materials to ensure completeness and accuracy.
• Accurately performs data entry and maintains computer systems or databases. Proofreads data entries and corrects errors.
• Possesses excellent organizational skills, strong attention to detail, and the ability to multitask in a fast\-paced in\-person environment.
• Acts as safety point of contact at the location.

Administrative Duties:

• Manages the ordering and dissemination of appropriate office supplies to ensure adequate stock.
• Operates and provides technical guidance to staff in using, operating, and troubleshooting standard office equipment, including copiers, telephone systems, computers, scanners, shared data systems, and associated hardware/software.
• Organizes workload and sets priorities for assigned areas of responsibility. Reviews the status of projects and activities under their own and the supervisor’s authority to ensure timely completion.
• Assists with logistical matters across the department.
• Maintains memberships, registrations, sponsorship payments, and spreadsheets
• Receives, logs, tracks and maintains records for all Colorado Open Records Act (CORA) requests, collaborating with the Assistant County Attorney as needed.
• Maintains a county\-issued purchase card and file of receipts and follows county\-wide policies to complete the reconciliation process.
• Prioritizes transparency and supports an open\-door culture.

Communication with Internal and External Stakeholders:

• Responsible for coordination and management of the Events in the Community process, including but not limited to being the main point of contact within the department for event management, managing all event supplies and distribution to events, and coordinating staff support and staff volunteers.

Emergency Preparedness Duties:

• Employees respond, as required, to support public health emergencies, incidents, and events.
• Employees participate in all exercises and drills on emergency preparedness, as required.
• Completes training is identified as appropriate for this level of employee.

HIPAA Statement:

Maintain sensitive \& confidential client information according to the HIPAA policy confidentiality requirements.

Qualifications for Success

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• Ability to pay close attention to detail to ensure the completeness and accuracy of work performed by oneself and/or others.
• Ability to work without close supervision and ensure that work tasks are completed on time and of high quality. Includes performing work tasks without significant amounts of direction and guidance.
• Operate computer programs such as Microsoft Word, Excel, Smartsheet, SharePoint, and PowerPoint, and demonstrate an ability to learn new technology based upon ACHD use and adoption.
• Interpret and apply administrative and departmental policies, procedures, laws, and regulations.
• Understand the organization and operation of the County and of outside organizations to assume assigned responsibilities. Interpret and apply administrative, divisional, and departmental policies, procedures, laws, and regulations.
• Work cooperatively with other departments, County officials, and outside agencies.
• Compile and maintain complex and extensive records and prepare routine reports. Research, analyze, and summarize data.
• Establish, maintain, and foster positive and harmonious working relationships with those contacted in the course of work.

More Qualifications for Success

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Education:

• High School Diploma or equivalent required.

Experience:

• 3 years of combined education and experience in Public Health Programs, customer service, executive/office assistant, or project administration is required.
• Previous work experience with public health, social service or non\-profit community programs is preferred.
• Bi\-lingual (Spanish) preferred.

Other:

• Possession of, or the ability to obtain, a Colorado Driver's License within 30 days of start date.

Background Check

Must successfully pass pre\-employment testing which includes motor vehicle record (MVR) and background check.

Hours, Location, Travel:

• Business Hours, Monday – Friday.
• Location: This is a hybrid position. Four days a week in the office, with one day remote, and is based out of the Adams County Government Center, 4430 South Adams County Parkway, Brighton, CO 80601\.
• Travel: This position should expect to travel less than 5% of the time (locally) between other Health Department locations.

Working Conditions and Physical Requirements:

• This role remains in a semi\-stationary position, often sitting or standing for prolonged periods of time. Occasionally, this role will move about to accomplish tasks by walking or traveling from one department to another, or by traveling from one worksite to another. This position’s physical demands are assessed to be light work that includes moving objects up to 20 pounds.
• This role constantly communicates with others to exchange information by speaking and writing, and that includes repeating motions that include wrists, hands, and/or fingers. This position will be asked to self\-assess accuracy, neatness, and thoroughness of work assigned.
• This position can expect no adverse environmental conditions as work is performed in an office building.

Adams County and the 17th Judicial District Attorney's Office complies with Colorado’s Job Application Fairness Act (“JAFA”). JAFA prohibits employers from asking individuals to disclose their age, date of birth, or dates of school attendance or graduation on an initial employment application. However, additional application materials such as certifications and transcripts containing this information may be required for certain positions; if such additional materials are requested, applicants may redact information that identifies the applicant’s age, date of birth, or dates or attendance or graduation.