Executive Assistant - Tacoma-Pierce County Health Department

Looking for a customer-oriented and mission-driven place to apply your fantastic organizational skills?  The Office of the Director is recruiting for an advanced clerical position that performs a variety of confidential and highly sensitive administrative functions. This role is privy to sensitive and confidential information, discussions, and exercises a high level of discretion in their interactions with others.  This is an Appointive, Full-Time (1.0 FTE) position.

• Provides administrative support to the Office of the Director.
• Develops and distributes agendas and agenda packets for meetings, including executive team meetings.
• Takes and distributes meeting notes. Ensures follow up on action items.
• Communicates with elected officials, governing boards, legal counsel, government partners, department Executive Leadership Team members and directors, other department staff, community groups and leaders, and the public. Uses discretion when responding to inquiries. 
• Provides back-up support for the Board of Health and other meetings as assigned. 
• Conducts research, composes correspondence, and writes reports.
• Maintains the Executive Leadership Team members’ schedules, setting priorities, scheduling meetings and appointments. 
• Informs the Executive Leadership Team members of significant and important matters requiring review or action.
• Maintains confidentiality in all work. 
• Arranges and coordinates meetings and retreats and procures food, event venues, and other items to support meetings following department policy and procedures. 
• Coordinates arrangements for travel, transportation, accommodations, and conference registrations for Executive Leadership.
• Receives and responds to correspondence, answers questions, and refers items of a specific or technical nature to the appropriate contact. 
• Takes and transcribes dictation, preparing a variety of documents on behalf of Executive Leadership. 
• Performs purchasing functions, initiating requisitions, maintaining inventory, ordering, and distributing supplies and equipment. 
• Ensures compliance with records management and retention requirements. 
• Complies with the State's records retention and retrieval schedules.
• Coordinates with the Public Records Officer regarding public records requests and promptly responds to staff and public regarding requests for information. 
• The work you do might require you to participate in the Title XIX Medicaid Claiming Program.
• Performs other duties as assigned.

Emergencies:

When public health responds to an emergency you may be assigned duties and responsibilities that are outside your regular job description. This may involve responding at any time and reporting to a location other than the department with different working conditions and physical requirements. You are expected to participate in emergency preparedness activities including our emergency notification system, WA SECURES. Drills and real-world events may take place at any time

  Click here for a detailed Classification Specification  *See Confidential Assistant*