EMPLOYMENT OPPORTUNITIES

Title: WSALPHO Administrative Assistant

Date: April 16, 2008

Location: Olympia, Washington

Salary: $14 – $20 per hour DOQ. The Washington State Association of Counties offers competitive salaries and an excellent employee benefits package.

Contact: Submit cover letter and resume to Jeff Killip, Managing Director, WSALPHO: jkillip@wacounties.org

Closing Date: Open until filled.

Position Overview

This position is responsible for providing general administrative support and other assistance to the Washington State Association of Local Public Health Officials (WSALPHO) and its Managing Director. WSALPHO is an affiliate of the Washington State Association of Counties (WSAC).

This part-time position is located in downtown Olympia and works under the direction of the WSALPHO Managing Director. This position is a currently a .6 FTE or 60% position. The position offers a great opportunity to pursue a reasonable flex schedule to accommodate family and/or school or other personal obligations. The position may approach or attain full-time during the legislative session (approx. from early January to mid-April depending on the length of session). The position will be assessed after a year regarding whether it remains a part-time position or becomes full-time.

Organization Overview

WSAC is a private not-for-profit corporation that provides legislative advocacy and professional services to member counties in Washington State. http://www.wacounties.org/wsac. WSAC works in conjunction with its nine affiliates including WSALPHO. http://www.wacounties.org/WSALPHO

WSALPHO is a non-profit corporation that represents the collective voice of local public health for Washington State. WSALPHO’s purpose is to encourage improvement in the quality, capacity and leadership of health departments/districts in order to provide a more effective, efficient and consistent public health infrastructure throughout Washington State.

Since the office is small, and given the affiliate relationship between WSAC and WSALPHO, the WSAC/affiliate staff work together as a team. Consequently, there will likely be times when the WSALPHO Administrative Assistant may be asked to perform a task on behalf of WSAC because other WSAC staff is unavailable (e.g. main reception).

Primary Responsibilities of the Position

- Provide general administrative support to WSALPHO and its Managing Director including day-to-day office activities such as the handling of routine telephone coverage, email, conventional mail/correspondence, and in-person visits.

- Organize and manage WSALPHO’s physical and electronic record systems.

- Arrange and schedule meetings, conference calls, and travel for Managing Director and other WSALPHO members, as requested. Manage and administer WSALPHO meetings scheduled off-site at hotels. Handle all associated details such as conference rooms, electronic equipment, lodging, meals, and travel. Manage and administer associated travel/hotel/conference payment, invoicing, bill tracking, accounting, and appropriate follow-up with meeting attendees.

- As requested, attend meetings (e.g. WSALPHO Membership meeting) and conference calls (e.g. monthly call between WSALPHO leadership and DOH), take notes, and generate concise and accurate minutes with designated action items. Occasional travel within Washington State is likely on a quarterly basis, approximately.

- Draft, review, proof read for accuracy, and distribute letters, memos, meeting agendas, and other documents as requested.

- With assistance and direction from the Managing Director, perform general accounting services for several accounts related to WSALPHO’s operation as a non-profit to include, but not limited to, billing, payables, and bank reconciliation.

- Administer and manage WSALPHO’s listserve email lists in coordination with the Washington State Department of Health.

- Administer and manage WSALPHO’s electronic discussion forum/document repository (CATALYST). CATALYST administration and management would include providing account access information to users, periodic updating of user account information for proper access, and routine facilitation of overall use and effectiveness of CATALYST by WSALPHO membership.

- Administer and manage WSALPHO website including routine review to ensure information posted is current. Routinely update and post new information on website as requested.

- Develop office management procedures to improve efficiency, enhance quality of service to membership, and reduce over-all costs.

Desirable Knowledge and Skills

- Ability to communicate clearly and concisely, both orally and in writing.

- Ability to work effectively and collaboratively as a member of a team.

- Ability to consistently maintain professionalism and tact, especially when dealing with delicate and/or sensitive matters.

- Ability to anticipate and avoid problems.

- Ability to effectively problem-solve, including seeking input and collaboration should they arise.

- Ability to effectively organize, prioritize, and multi-task assignments in order of objective importance and to seek appropriate input and direction as needed.

- Proficient in Microsoft Office Suite Products: Word, Outlook, Excel and graphing. PowerPoint and Access experience a plus.

- General understanding and proficiency in basic accounting principles. Quickbooks experience a plus.

- General understanding of Washington State and local government operation and procedure a plus.

- Appreciation for the significance of public health.

Desirable Qualifications

- Associate (or Bachelor) degree preferably in office/business management or similar discipline from an accredited college or university.

- Three or more years of related professional work experience or prior position with similar responsibilities, or a satisfactory combination of formal education, experience and training that demonstrates knowledge, skills and abilities to successfully perform the job responsibilities of this position.

- Commendable work ethic and professionalism.

- A sense of humor.