Office Secretary, School Health

Nature of Work:

Provide secretarial support to the School Health and Support Director of Nursing, Deputy Director of Nursing, three Nursing Program Managers and seven Nursing Program Supervisors directing over 300 School Health registered nurses and support staff assigned to health rooms in 128 Anne Arundel County Public School buildings, serving 85,000 students.

Provide daily phone coverage for the School Health Program. Respond with appropriate information to all questions and concerns, always using a professional and courteous attitude. Receive, screen, and distribute mail, messages, and faxes correctly and within appropriate time frames. Perform assignments and projects for supervisors, managers, deputy director and director. Log employment applications on the computer. Schedule candidate interviews. Provide general employment information to candidates. Prepare interview panel materials for the day of interviews. Obtain candidate employment references.

Provide typing and general office support to the overall School Health Program as well as Training, Staffing, and Vision and Hearing departments to include letters, memos, faxing and copying. Create forms, flyers and announcements using computer software graphics. Log and transmit statistical data on the computer and to various state and local agencies. Review, proofread and revise letters, correspondence, classroom materials and other documents. Create, update and revise presentations using raw materials including information, photos, video clips, music, notes, etc. Maintain records and files in an organized manner, including Federal OMB A-87 report forms, following record management guidelines. Enter data such as statistics, employee information and licenses accurately and within appropriate time frames in the database. Comply with confidentiality requirements under FERPA, HIPAA, other federal and state laws and regulations and School Health guidelines.

Schedule staff for CPR, First Aid, Back-Up Responder and Hepatitis B classes and complete correspondence needed under the direction of the School Health Training Program Supervisor. Assist with all aspects of tracking, scheduling and follow-up of employee health requirements. Track supplies required for all training department needs. Take periodic inventory to assist with ordering necessary supplies. Responsible for maintaining accurate inventory listing of School Health IT equipment with Department of Health numbers, and county bar codes located at North County, HSB and school health rooms. Ensure the return of all IT equipment from resigning employees.

Maintain Frontline Absence Management System and perform Frontline data management by entering and updating data for all School Health Services, including but not limited to the Training Department and Staffing Supervisor. Responsible for generating needed daily reports for supervisors. Ensure absences and all data are input accurately. Assist with entering into Frontline new hires and any changes, scheduling all orientations, Med-Tech/Recertification, First Aid, Back-Up Responder, CPR, and other trainings and staffing entries as assigned.

Must be proficient in the use of Microsoft Office, Google Suite, and web-based applications and able to provide technical assistance. Must be capable of learning and adapting to new web-based technologies. Must have transportation available to report to alternate work sites on short notice during normal work hours.

Experience:

Two years performing secretarial or clerical work involving typing duties.

Notes:

May substitute additional secretarial or clerical experience on a year-for-year basis for the required education. 30 credit hours with a major in secretarial science or office technology from an accredited college may be substituted at 30 credits for one year of experience for up to two years of the required experience.

Desired or Preferred Qualifications:

Ability to demonstrate proficiency as evidenced by passing four online software tests:
1) Typing test - type 40 words per minute
2) Online Software skills assessment for Google Slides or PowerPoint
3) Organize data into two spreadsheets using Google Sheets or Microsoft Excel
4) Basic Excel Test

Applicants who meet the minimum qualifications can apply.
Send a completed County application or resume to:

Human Resources
3 Harry S. Truman Parkway
Annapolis, MD 21401

Fax to 410-222-4392 or email hdrecruiter@aacounty.org.