Office Administrator III

Position Overview

The Office of Women's Health & Family Services (OWHFS) administers programs overseeing health and services for women and girls as well as family services dedicated to improving the health and well-being of pregnant women, infants, children, and adolescents through Child and Adolescent Health, Perinatal Health, and School Health Programs.

Job Responsibilities

1.  Performs administrative secretarial work and office support functions for the supervisor.
• Distributes incoming mail.
• Distributes mass email notifications to Family Planning Program staff and delegate agency staff.
• Prepares large mailings.
• Researches and compiles information for special reports and projects including FOIA requests.
• Performs coordinative paraprofessional/technical secretarial and office support.
• Prepares complex reports and documents utilizing advanced PC application functions for the Program Administrator.

2.  Coordinates the central office management of Delegate agency data and billing record submissions through Fox Pro, error reports, demographic reports and expenditure reports.
• Ensures reports are timely.
• Notifies Family Planning Program staff of report availability.
• Maintains the log and tracking system for routine program reports and delegate agency grant applications.

3.  Assist in organizing and arranging biannual Family Planning Advisory Council (EPAC) meeting and FPAC sub committees meetings.
• Composes and transcribes all FPAC committee minutes and makes travel arrangements for FPAC committee members.
• Assists in preparing health education materials and health promotion items for distributing to the Delegate Agencies
• Compiles appropriate follow-up and directories based on these submissions.

4.  Serves as working supervisor:
• Assigns and reviews work
• Provides guidance and training to assigned staff
• Counsels staff regarding work performance
• Reassigns staff to meet day-to-day operating needs
• Establishes annual goals and objectives
• Approves time off
• Prepares and signs performance evaluations

5.  Participates in conferences and trainings conducted by the Office of Women’s Health & Family Services and Family Planning Program.
• Provides staff support for assembles, making travel arrangements and reviewing travel vouchers.
• Transports conference and training materials to field staff.

6.  Performs other duties as required or assigned which are reasonably within the scope of the duties enumerated above.

Minimum Qualifications

• Requires knowledge, skill and mental development equivalent to completion of two years’ study at a secretarial or business college and one year’s office experience; or, completion of high school and three years’ Office Assistant experience; or, three years’ independent business experience or equivalent.
• Requires ability to type accurately at 30 wpm.

Conditions of Employment

• Requires a valid drivers license.