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Administrative Assistant II
Ref No.: 17-05125
Location: Trenton, New Jersey
Position Type:Contract
Experience Level: 3 Years
Start Date: 10/17/2017
Description: Provides phone coverage for OLPH during routine business hours and triages inquiries from DOH programs, local health departments (LHDs) and residents to appropriate OLPH staff. Reviews and/or prepares routine correspondence for OLPH staff and confidential correspondence for OLPH Director. Maintains public health workforce licensing files, records of LHD audits, documentation of public health continuing education courses and credits, and other OLPH documents and files as relevant. Coordinates OLPH staff calendars; liaisons with other administrative support staff to schedule conference calls, webinars and meetings; assists with preparation of conference call and meeting agendas and evaluations; and coordinates reservations for DOH resources. Maintains data in DOH and OLPH electronic databases, dashboards and applications, including the Investigation, Complaint and Tracking System (ICATS), the Hippocrates Local Health Report (LHR), the Hippocrates Redbook, the Local Information Network Communication System (LINCS), the Medical Reserve Corps (MRC) Registry, the New Jersey Learning Management Network (NJLMN), the electronic program service bulletins (EPSB), the Office of Human Resource Services (HRS) HR-Track, and the Office of Management and Budget (OMB) Req Track. Provides technical support to local health departments updating contact information in the OLPH Local Health Directory, LINCS directory and other DOH directories. Liaisons to Office of the Assistant Commissioner (OAC) by receiving and processing OLPH correspondence, LHD complaints and DOH Commissioner referrals; submitting weekly calendars and reports for the OLPH Director; ensuring biweekly timesheets are completed and processed; monitoring OLPH mail and general email; and maintain files with DOH/OAC policy, procedure and announcements for OLPH staff. Assists other staff in preparing, submitting and tracking documents for signature by the OLPH Director, OAC and other approvals as needed. Works with programs in the Division of Public Health Infrastructure, Laboratories and Emergency Preparedness (PHILEP) to provide backup coverage for other administrative support staff, when necessary. Keeps current with DOH procedures, forms and timelines to ensure packages and correspondence submitted by OLPH staff complies with DOH policies. Other administrative support duties as assigned by the OLPH Director Provides phone coverage for OLPH during routine business hours and triages inquiries from DOH programs, local health departments (LHDs) and residents to appropriate OLPH staff. Reviews and/or prepares routine correspondence for OLPH staff and confidential correspondence for OLPH Director. Maintains public health workforce licensing files, records of LHD audits, documentation of public health continuing education courses and credits, and other OLPH documents and files as relevant. Coordinates OLPH staff calendars; liaisons with other administrative support staff to schedule conference calls, webinars and meetings; assists with preparation of conference call and meeting agendas and evaluations; and coordinates reservations for DOH resources. Maintains data in DOH and OLPH electronic databases, dashboards and applications, including the Investigation, Complaint and Tracking System (ICATS), the Hippocrates Local Health Report (LHR), the Hippocrates Redbook, the Local Information Network Communication System (LINCS), the Medical Reserve Corps (MRC) Registry, the New Jersey Learning Management Network (NJLMN), the electronic program service bulletins (EPSB), the Office of Human Resource Services (HRS) HR-Track, and the Office of Management and Budget (OMB) Req Track. Provides technical support to local health departments updating contact information in the OLPH Local Health Directory, LINCS directory and other DOH directories. Liaisons to Office of the Assistant Commissioner (OAC) by receiving and processing OLPH correspondence, LHD complaints and DOH Commissioner referrals; submitting weekly calendars and reports for the OLPH Director; ensuring biweekly timesheets are completed and processed; monitoring OLPH mail and general email; and maintain files with DOH/OAC policy, procedure and announcements for OLPH staff. Assists other staff in preparing, submitting and tracking documents for signature by the OLPH Director, OAC and other approvals as needed. Works with programs in the Division of Public Health Infrastructure, Laboratories and Emergency Preparedness (PHILEP) to provide backup coverage for other administrative support staff, when necessary. Keeps current with DOH procedures, forms and timelines to ensure packages and correspondence submitted by OLPH staff complies with DOH policies. Other administrative support duties as assigned by the OLPH Director.