Executive Assistant

Lake County, IL; Waukegan (IL); On-site; USD 52,000 - 70,000; Full time

Job summary

Lake County Health Department and Community Health Center seeks an Executive Assistant to provide highly responsible administrative support to the Directors of Prevention and Environmental Health. This role handles confidential tasks, prepares agendas, coordinates travel, and manages calendars.

You will support HR onboarding/offboarding and assist other staff as needed. The position requires independent judgment, proficiency with PC software, and the ability to work within policy guidelines.

Qualifications

• Proven ability to organize and prioritize multiple administrative tasks.
• Strong PC operations and software proficiency including word processing and spreadsheets.
• Ability to prepare professional correspondence, agendas, minutes, reports and other admin documents.
• Knowledge of regulations and accrediting standards governing practice.

Responsibilities

• Provide administrative support for Directors and Program staff.
• Prepare meeting agendas and distribute notices to Advisory Committee members.
• Coordinate travel, registrations, and expense reimbursements for staff.
• Manage calendars and schedule appointments for the Prevention Director.
• Take and transcribe minutes from meetings as directed.
• Prepare and file correspondence and required documents.

Skills

Multitasking

Time management

Professional correspondence

Regulatory awareness

Education

Associate’s degree or equivalent experience

Tools

MS Office

Job description

The Executive Assistant performs highly responsible and confidential administrative work for the Directors of Prevention and Environmental Health. This position also performs administrative tasks requiring responsible decision‑making in accordance with established policies and procedures, provides assistance and coverage to other administrative staff when necessary.

Scheduled Hours: 37.5 hours per week

• Responsible for all administrative support functions for Director of Prevention, Prevention Associate Director, Prevention Medical Advisor and Prevention Program Coordinators as needed.
• On a limited basis, provides administrative support for the Director of Environmental Health including but not limited to:
  1. Prepares meeting agendas and sends correspondence to Advisory Committee members in accordance with the Open Meetings Act.
  2. Processes official notices on public hearings
  3. Sends correspondence to committee members and partners regarding public health matters including but not limited to public hearings and Ordinance revisions
  4. Facilitates records destruction according to retention laws
  5. Monitors and replenishes IPASS accounts for pool vehicles
  6. Coordinates payment of travel and conference registrations

• Prepares correspondence for the Prevention Director, Associate Director, Prevention Medical Advisor, and other members of the Service Area staff as assigned.
• Develops and prepares various forms for the Directors, as needed. Prepares memos and any other required documents for the Service Area. Reviews incoming correspondence and distributes to proper individuals.
• Demonstrates proficiency with computer software to complete tasks.
• Makes independent decisions within a defined scope requiring knowledge of program and agency policies and procedures.
• Troubleshoots and solves problems related to office equipment, furniture, and computer hardware and software.
• Exercises independent judgment in making standard programmatic decisions.
• Develops and refines office procedures and practices, identifying methods to improve efficiency.
• Monitors and follows through with program coordinators to maintain and meet deadlines.
• Coordinates the preparation for new hires including working with HR, Recruiting, online hiring system, and implementing an onboarding and offboarding plan with appropriate staff.
• Coordinates and registers staff at annual association meetings and arranges for travel and accommodations.
• Maintains knowledge and ability to respond to agency inquiries.
• Prepares travel reimbursements, procurement card reconciliations, mileage vouchers, expense reports and various forms as requested.
• Prepares and submits supply orders and other requisitions for the Directors and other programs in the Service Area.
• Manages calendar and schedules appointments and meetings for the Director of Prevention.
• Takes and transcribes minutes from various meetings as directed.
• Coordinates room reservation and proper arrangements, including ordering food.
• Evaluates, prioritizes and completes daily workflow independently.
• Manages the Prevention vehicle fleet and ensures issues are addressed, vehicles are maintained, and staff can access the calendars for reservations.
• Represents the LCHD professionally and courteously in interactions and correspondence with Councils and/or Board of Health and other boards.
• Interacts with council members, association members and consultants regarding administrative needs.
• May act as staff to other Boards and Councils as needed to cover for the other Executive Assistants.
• May create or oversee the creation of correspondence of a confidential nature for the LCHD, proofreads and reviews as necessary.
• May collect/review data or information and compile/prepare for presentations as directed.
• May track TB testing, Fit testing and flu vaccination status of service area as needed; tracks professional licenses of staff for compliance with requirements as needed.
• Performs research as directed.
• Performs other duties as assigned.

• Associate’s Degree or equivalent experience (business/office certifications and four (4) years of relevant experience.
• Strong proficiency in PC operations and software applications, including word processing and spreadsheets, is required.
• Ability to organize and prioritize multiple administrative tasks while meeting established deadlines is required.
• Must be able to prepare professional correspondence, agendas, minutes, reports, forms, and other administrative documents accurately.
• Ability to demonstrate a working knowledge of all regulations and/or accrediting standards governing practice.

As the largest human service provider in Lake County, we believe that services must be available without barriers. No residents are turned away due to the inability to pay. We believe in providing services in an environment of mutual respect, free of discrimination or bias. Whether assuring accessible and effective care, impacting policy, or assessing and monitoring risks, the Lake County Health Department and Community Health Center has been an essential part of the public health system in Lake County for 60 years. We are looking for passionate, qualified team members who can help make a difference in our agency and, most importantly, in our community.

Additional information about the Lake County Health Department, our culture, and why you should join our team can be found at https://lakecountyil.attract.neogov.com/health-department.

At this time, you must live in Illinois or Wisconsin to be eligible to work at Lake County Health Department. You can find our salary grades at https://www.lakecountyil.gov/4515/Salary-Grades. For unionized positions, a list of our collective bargaining agreements can be found here: https://www.lakecountyil.gov/2686/Collective-Bargaining-Agreements.

Any offer of employment is conditioned on the successful completion of a background screening, drug and alcohol testing and may include a pre-employment medical exam.

The Lake County Health Department and Community Health Center is an Equal Opportunity Employer. We evaluate qualified applicants without regard to race, color, religion, sexual orientation, gender identity or gender expression, national origin, disability, veteran status, and other protected characteristics.