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Health Administrative Support **REPOST**

ADMINISTRATIVE SPECIALIST II

Recruitment #23-001756-0013

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GRADE

11

LOCATION OF POSITION

Howard County Health Department
8930 Stanford Blvd.
Columbia, MD 21045

POSITION DUTIES

The main purpose of this position is to provide administrative support to the Bureau Director/Deputy Director and staff for the Bureau of Infection Control and Public Health Readiness (ICPHR) with a primary focus on the Tuberculosis Program (TB). This focused support can include but is not limited to general administrative support, database management, TB investigations and management, scheduling meetings, taking minutes, drafting agendas and other duties as assigned. Responsibilities include, but are not limited to, quality improvement of the Bureau programs procedures and operations, technical and fiscal support to ICPHR programs, and assistance with Bureau program reporting and statistics. Required to respond to public health emergencies and to be part of an inclement weather essential personnel rotation. Some program activities may necessitate working before or after normal business hours or on a weekend.

35% Administrative Support for TB program:
  • Provides administrative support for the TB program
  • Receives and screens departmental telephone calls serving as point of contact for the TB program. Communicates appropriate information to Healthcare providers and clients. Transfers calls to appropriate staff and departments as needed.
  • Receives mail and distributes to appropriate staff. Organizes mail for courier pick-up, directs laboratory pick-up couriers for HCHD/MDH transport.
  • Monitors SR Fax for any TB related correspondence and distributes to appropriate staff.
  • Initiates calls to arrange transport services for TB patients, to providers for follow up on lab or radiology reports, and to perform appointment verification.
  • Prepares program statistical tables, work-flow charts, staffing patterns, and organizational charts as directed.
  • Organizes program meetings as directed utilizing Zoom, MS Teams, and Cisco Web-ex, and in-person to include room reservation. Records minutes for meetings as directed.
  • Establishes and maintains a system for fiscal monitoring of TB orders of supplies, equipment, and professional service expenditures. Prepares forms and written ledgers for Direct payment claims, EECs and PDQ card purchases made from various PCA grants/budgets and forwards to Bureau Admin.
  • Processes and tracks purchase requisitions and invoices for TB program for any referral services (i.e. radiology, lab, medical consultants, etc.), verifies accuracy of bills and invoices received for goods, services and supplies as requested. Orders PPE supplies as needed.
  • Collects and compiles data and necessary information needed for TB monthly, quarterly, and yearly reports and Health Stats as directed.

15% Database Management:
  • Assists with state and local TB surveillance database activities. Ensures that data is accurately entered into the NEDSS database, and needed information is transmitted to MDH while maintaining a strict level of patient confidentiality.
  • Reviews data and recommends changes to new policies/procedures through identified trends, and interpretation of data and program needs. Recommendations are shared with TB supervisor, Deputy Bureau Director, and/or Bureau Director.
  • Coordinates with TB supervisor and TB case managers to provide Healthcare providers with proper protocols needed for TB, LTBI, B-Waivers, and/or refugee/parolees as directed.

30% TB Investigations and Management:
  • Processes, organizes, and verifies labs/reports and other data received daily to appropriate personnel for interpretation of data to be used for daily data analysis. Enters data into NEDSS as directed.
  • Organizes and compiles data for distribution to the TB case managers per the direction of the TB supervisor.
  • Collects and compiles data for all incoming labs and morbidity reports.
  • Schedules and/or reschedules appointments in CureMD, calls patients for appointment reminders, and documents calls in CureMD.
  • Schedules and/or reschedules language interpretation for non-English speaking clients
  • Provides back up to the TB case managers on as needed basis, i.e. placing phone calls, completing/faxing report forms, creating memos letters, charts, tables, etc.
  • Provides back up to the TB case managers to pick-up or drop off sputum collections as needed
  • Supports DOT/VDOT (Directly Observed Therapy/Video Directly Observed Therapy) as needed.
  • Assists TB supervisor and case managers with Gift Card program as directed.
  • Maintains records and submits MRC volunteer hours to the MRC coordinator monthly.

15% General Administrative for Bureau of Infection Control and Public Health Readiness (ICPHR)
  • Provides assistance and acts as backup for  ICP admin specialist and/or ICPHR bureau admin specialist in administrative duties that support ICPHR.
  • Provides administrative support to the Bureau Director and Deputy Director for HCHD and bureau specific efforts and projects; duties may include, but are not limited to, professional correspondence to staff, community agencies/partners, and HC providers; maintaining calendars; coordinating bureau meetings and trainings; and managing inventory of office equipment, office supplies, educational and promotional items; maintaining and tracking software subscriptions.
  • Assists in the planning, implementation, administration and preparation of final reports and suggested recommendations for programs, procedures, practices, and ICPHR initiatives

5% Other Duties
  • Assists in Emergency Preparedness Response as assigned.
  • Participates in emergency preparedness drills and exercises as requested.
  • Accepts responsibility for special projects as assigned.
  • Participates in ICPHR outreach events as assigned.

MINIMUM QUALIFICATIONS

Education:   Graduation from an accredited high school or possession of a high school equivalency certificate.

Experience: Two years of experience performing administrative staff, clerical, clerical technical, or secretarial work.

Notes:

1. Candidates may substitute 30 credit hours from an accredited college or university for each year of the required experience.

2. Candidates may substitute U.S. Armed Forces military service experience as a non-commissioned officer involving staff work requiring regular use of independent judgment and analysis in applying and interpreting rules and regulations in accordance with agency laws and policies on a year-for-year basis for the required experience.

DESIRED OR PREFERRED QUALIFICATIONS

Desired qualifications:
- Experience with data entry 
- Experience with administrative duties (e.g. collecting and compiling data, scheduling and/or rescheduling appointments, completing/faxing report forms, memos, etc.)
- Extensive experience and knowledge using Microsoft Word, Excel, PowerPoint and Outlook
- Strong organizational skills
- Excellent interpersonal skills

SPECIAL REQUIREMENTS

Candidates may be responsible for providing their own transportation as needed to access meetings, remote locations, and job destinations as assigned.

SELECTION PROCESS

Applicants who meet the minimum (and selective) qualifications will be included in further evaluation. The evaluation may be a rating of your application based on your education, training and experience as they relate to the requirements of the position. Therefore, it is essential that you provide complete and accurate information on your application. Please report all related education, experience, dates and hours of work. Clearly indicate your college degree and major on your application, if applicable. For education obtained outside the U.S., any job offer will be contingent on the candidate providing an evaluation for equivalency by a foreign credential evaluation service prior to starting employment (and may be requested prior to interview). 

Complete applications must be submitted by the closing date. Information submitted after this date will not be added. 

Incorrect application forms will not be accepted. Resumes will not be accepted in lieu of a completed application.

Candidates may remain on the certified eligible list for a period of at least one year. The resulting certified eligible list for this recruitment may be used for similar positions in this or other State agencies.

BENEFITS

FURTHER INSTRUCTIONS

Online applications are highly recommended. However, if you are unable to apply online, the paper application (and supplemental questionnaire) may be submitted to MDH, Recruitment and Selection Division, 201 W. Preston St., Room 114-B, Baltimore, MD 21201. Paper application materials must be received by 5 pm, close of business, on the closing date for the recruitment, no postmarks will be accepted.

If additional information is required, the preferred method is to upload.  If you are unable to upload, please fax the requested information to 410-333-5689. Only additional materials that are required will be accepted for this recruitment. All additional information must be received by the closing date and time.

For questions regarding this recruitment, please contact the MDH Recruitment and Selection Division at 410-767-1251.

If you are having difficulty with your user account or have general questions about the online application system, please contact the MD Department of Budget and Management, Recruitment and Examination Division at 410-767-4850 or Application.Help@maryland.gov. 

Appropriate accommodations for individuals with disabilities are available upon request by calling: 410-767-1251 or MD TTY Relay Service 1-800-735-2258.

We thank our Veterans for their service to our country.

People with disabilities and bilingual candidates are encouraged to apply.

As an equal opportunity employer, Maryland is committed to recruitment, retaining and promoting employees who are reflective of the State's diversity.




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