Office Coordinator – Nursing & Allied Health

Position Summary
Assists in planning, implementing, and monitoring administrative activities for the Office of Nursing and Allied; performs a variety of specialized activities and functions; work is primarily concerned with planning, collection, and/or analysis of information required for decisions regarding staffing, funding, and department’s programs and services.

Minimum Qualifications
1. Four (4) years of progressive secretarial, bookkeeping, payroll, data processing or statistical work; and high school diploma or GED; OR

2. Three (3) years of progressive secretarial, bookkeeping, payroll, data processing or statistical work and one (1) year college study (30 semester hours or 36 quarter hours).

3. PROOF OF EDUCATION, TRAINING, AND/OR EXPERIENCE IS REQUIRED.

Duties and Responsibilities
1. Organizes office operations and procedures by assigning and monitoring clerical functions, answering telephone calls, and greeting visitors.

2. Maintains personnel records and files, assists all program staff in preparing accurate travel authorizations and submitting travel reimbursements in a timely manner.

3. Coordinates all personnel functions for the department related to payroll, benefits, staffing, and compensation, ensuring compliance with all County and FLSA policies.

4. Prepares and reviews supply and service requisitions, and coordinating with outside services, including researching budget related issues and monitoring appropriate budgets.

5. Performs data entry, composes letters, memos and similar written correspondence, develops and gathers data for various monthly and quarterly reports, and responds to inquiries from other departments and organizations.

6. Assists in coordinating all department meetings, by managing the scheduling of meetings, securing venues, securing needed vendors, taking minutes during the meeting, and preparing official minutes after the meeting.

7. Assists in preparing grant applications, conditions of award and other reporting requirements as prescribed by grant funding.

8. Performs various administrative activities as needed including, but not limited to, prepares ad-hoc reports, attends meeting, and assists with special projects as needed.

9. Performs other related duties as required or directed.

KSA’s
1. Knowledge of county organization, practices, and procedures.

2. Knowledge of budgeting and centralized purchasing procedure.

3. Skilled in utilizing word processing, spreadsheet, and presentation software (Word, Excel, PowerPoint).

4. Skilled in taking and transcribing meeting minutes.

5. Ability to express ideas clearly, concisely, and effectively verbally and in writing.

6. Ability to engage officials, employees, and the public with courtesy and tact.

7. Ability to establish effective working relationships with internal and external partners.

8. Ability to work under pressure and meet deadlines.

9. Ability to respond effectively to sensitive inquiries related to grant-funded activities.

Special Requirements
1. Must possess a valid Tennessee driver’s license or secure one by date of employment.

2. Must have access to an operable automobile and meet County requirements for automobile insurance upon date of employment.

3. May be required to travel to other Shelby County offices.