Southern Seven Health Department is hiring: Executive Assistant in Ullin

TITLE: Executive Assistant

REPORTS TO: Executive Director

SUPERVISES: N/A

FLSA: Non-Exempt, Non-Medical (NE-NM)

I. POSITION SUMMARY:

Provides confidential clerical, administrative, and communication support to the Executive Director, Board of Health, administrative leadership, and Human Resources. This position serves as a key support role for Board governance functions, agency administration, public relations assistance, and human resources operations, including personnel records, compliance, recruitment, and onboarding. The position requires strict confidentiality, attention to detail, and adherence to applicable laws, regulations, and agency policies.

II. ESSENTIAL FUNCTIONS:

1. Board of Health & Executive Administration
   1. Serves as the Executive Secretary to the Board of Health, including preparation and maintenance of official Board documents.
   2. Schedules and coordinates bi-monthly and special meetings of the Executive Committee and Board of Health in compliance with the Illinois Open Meetings Act.
   3. Assembles and distributes Board meeting packets to Board members and administrative staff within required timelines.
   4. Records, transcribes, and distributes minutes for Board of Health, Executive Committee, and assigned committee meetings, ensuring all actions are accurately documented.
   5. Maintains the official Board roster, including member information, committee assignments and term expirations.
   6. Communicates Board vacancies and expiring terms to County Board for appointment or reappointment purposes.
   7. Prepares and distributes new Board member orientation packets and assists with Board orientation in coordination with the Executive Director.
   8. Maintains files for the Executive Director and agency administrative records.

2. Human Resources Support

1. 1. Prepares and distributes personnel correspondence; records personnel changes in databases and reports.
   2. Assists the Human Resources Director in maintaining personnel files and databases in compliance with agency policy and regulatory requirements, including physical exams, background checks, fingerprinting and DCFS documentation.
   3. Maintains strict confidentiality of employee and agency information.
   4. Assists with keeping job descriptions current and prepares job postings and advertisements for vacant and new positions.
   5. Tracks employment applications in accordance with the Affirmative Action Plan and routes applications appropriately.
   6. Assists with new employee onboarding, including preparation of orientation packets and benefit enrollment support.
   7. Participates in Recruitment & Retention meetings; records and distributes minutes.

3. Communications, Public Relations & Office Support

1. 1. 1. Assists with development and revision of agency manuals, policies, procedures, forms, brochures, flyers, and newsletters.
      2. Greets and screens visitors; answers telephones; routes calls, messages, and complaints; and provides general information to the public.
      3. Assists with general clerical duties including mail processing, duplication, and coverage for co-workers as workload dictates.
      4. Maintains agency contract and lease files; assists with preparation, distribution, and tracking of executed contracts.

III. TRAINING COMPONENT

• Participates in continuing education and staff development through coaching, seminars, conferences, or work shops at personal or departmental expenses.

IV. ADDITONAL DUTIES AND RESPONSIBILITIES:

A. All related duties and responsibilities necessary as required by the Executive Director.

VI. QUALIFICATIONS:

A. Education, Training and Experience:

1. 1. 1. A.A.S. in Business Administration or approved related degree OR
      2. Bachelors Degree in Business Administration or approved related degree AND
      3. Experience as an administrative assistant preferred AND
      4. 
         Experience in human resources and/or employee onboarding preferred

B. Knowledge, Skills and Abilities:

1. 1. Knowledge and appropriate use of modern office practices and procedures including computer word processing and data entry skills
   2. Knowledge and appropriate use of business English, spelling, and basic math computations
   3. Knowledge and appropriate use of telephone etiquette, clear and concise language and writing skills
   4. Ability to work with limited supervision and high motivation

C. Certification and Other Requirements:

1. 1. Required: DCFS background/criminal check, physical, Mandated Reporter, Valid drivers license, vehicle and automobile insurance, OMA/FOIA training
   2. Recommended: Notary

D. Physical Requirements:

1. 1. Strength: Lift/carry up to 25 pounds on occasion and 10 pounds frequently.
   2. Movement:
      1. Routine: Sit, walk, or stand for prolonged periods of time; Use near visual acuity to review both written documents and text on a computer monitor; Hear and understand speech at normal room levels and on the telephone;Operate a telephone, keyboard and mouse for prolonged periods of time
      2. Occasion: Lift horizontally and vertically, bend & stoop, push/pull, twist;Drive an automobile.

"Southern Seven Health Department is an "Equal Opportunity Employer/Vet/Disabled"