Applications are submitted online until the position is filled and/or the posting is closed. After reviewing this job announcement, please click on the link at the bottom of the page to apply online. A resume is required with the application. Further instructions on submission of documents are available in the online application. A resume may not be substituted for an application.

This is a varied administrative secretarial position serving the needs of the Director of the Office of the Health Department. It requires the ability to work with staff both at the clerical and professional level while establishing cooperative working relationships with outside agencies. It involves the use of independent judgment and action, and the responsibility of serving as an intermediary for a department head while carrying out administrative duties. The incumbent acts with authority on office management functions and is required to plan and implement program services, and perform various administrative, financial, budgetary and personnel relations that are supportive for the efficient operation of the Office of the Health Department. Work is performed independently or in accordance with instructions from the Director.

Fringe Benefits

• Paid holidays, personal days, vacation and sick leave benefits, medical coverage and dental benefits, a retirement plan, life insurance and a deferred compensation plan after eligibility requirements have been met.

Perks Working for ACHD

• Professional growth through training opportunities (CPR, First AID, Public Health Preparedness, Dignity and Respect, Points of Dispensing, and more); ability to advance in county system; job security; meaningfulness in daily work derived from public service; eligible for federal loan forgiveness; organizational commitment to ACHD’s mission to protect, promote, and preserve the health and well-being of all Allegheny County residents, particularly the most vulnerable.

Administrative Support & Communication/Relationship Management

• Facilitate relationships with key stakeholders, including government officials, community leaders, and healthcare organizations.
• Organize and supporting stakeholder meetings and public forums.
• Manage calendar, scheduling meetings & coordinating appointments
• Draft/Prepare & Distribute various types of documents and correspondence
• Prepare, review and distribute meeting agendas, minutes and other documents
• Answer telephone and office reception requirements
• Handle complaints, problems and inquiries
• Processe with discretion incoming mail and electronic mail for the Director
• Channel and properly dispenses inquiries
• Oversee and troubleshoot all office equipment/operations, including supply management, budgeting, and equipment maintenance.
• Manage office related projects as directed

Event Planning & Project Coordination

• Manage day to day schedules in such a way that the Director is able to complete their obligations in an organized, efficient way.
• Coordinate internal and external meetings including but not limited to team meetings, full staff meetings, all hands meetings, off-site meetings, one-on-one meetings, meetings with team members and customers, etc.
• Effectively work with employees from other groups within Allegheny County, the Health Department, and others external to the organization, recognizing and appropriately addressing key players within all organizations.
• Assist with food orders, luncheon planning, and planning of other business-related meetings as requested.
• Manage with discretion the calendar of the Director
• Schedule and prepare all materials for executive level meetings including the Board of Health

Management of Risk & Compliance with Continuous Improvement

• Handle sensitive information with the utmost confidentiality
• Ensure all communication and records are securely managed
• Identify opportunities to improve office efficiency and effectiveness.
• Stay updated on public health trends, administrative best practices, and technological tools that can enhance the office’s operations.
• Assess risk when business decisions are made, demonstrating particular consideration for Health Department's reputation, those who we serve and its assets, by driving compliance with applicable laws, rules and regulations, adhering to Policy, applying sound ethical judgment regarding personal behavior, conduct and business practices, and escalating, managing and reporting control issues with transparency.
• Respond to Public Health emergencies as assigned by the Health Department
• Perform other duties as required or requested

• LegalEdge and CPCMS
• Advanced clerical and secretarial skills
• Office machinery (copier, fax, scanner, shredder, telephone, etc.)
• English usage, grammar, sentence structure, punctuation and spelling
• Basic principles of computer use, internet searches, email use
• Microsoft Office programs including Access, Word, PowerPoint, and Excel and other database programs

• Administration
• Communications
• Confidentiality
• Administrative Assistance
• Time Management
• Interpersonal Relationships
• Analytical Skills
• Organizational Skills
• Public Health
• Microsoft Office

• Adhere to confidentiality policy and guidelines
• Communicate effectively both verbally and in writing
• Compose correspondence with only general instruction
• Interact and exchange information professionally with supervisors, co-workers, contractors, consultants, governmental entities, and others
• Work independently, meet deadlines and prioritize assignments
• Organized and detailed oriented
• Communicate effectively, orally and in writing with all levels of employees and the general public
• Work independently and in a team environment
• Respond to Public Health Emergencies