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Department
Compliance Operations
Job Summary
Job Description
Research and analyze subject matters; gather, organize, and compile information; draft correspondence for LDH Leaders.
Provides regular updates regarding administrative project status.
Assist with development and implementation of administrative processes and procedures.
Review and edit correspondence for accuracy and completeness.
Identifies and evaluates state policies in broad and specific categories utilizing state law, federal law, legislative acts, Leader orders, budgets, policy statements, and special reports.
Drafts presentations, talking points, Leader briefings and situational reports on current initiatives or new policy, program, or system implementation.
Relieves the LDH Leader of a variety of complex and confidential administrative matters in assigned areas.
Prepares Leader for any legislative hearings or other key meetings including putting together binders of informational materials needed for Leader to be prepared, informed and successful.
Composes and transmits directives or assignments to staff on behalf of the LDH Leader.
Composes and types correspondence involving routine and non-routine matters. Disseminates requested information to staff or the public.
Receive monthly/annual/ad hoc reports; examine, compile, summarize, and prepare for submission to the Leaders.
Answer and screen calls/correspondence related to sensitive and confidential matters and determine appropriate action to be taken.
Perform and supervise administrative support activities such as maintaining files and central records, printing and duplicating services, and coordinating with administrative assistant for ordering supplies and equipment, and preparation of travel and personnel forms while adhering to protocol.
Monitor LDH Leader calendars and adjust as necessary to address conflicts, scheduling at Leader’s request in coordination with assigned business owner; print calendars and prepare Leaders for the day.
Conduct and/or supervise special projects, such as tracking staff assignments and follow up by the due date to compile responses for the LDH Leader, etc.
Understand Outlook calendar and LDH internal departmental and external state government organization structure and personnel.
Coordinate annual training for Leaders by reminding them of deadlines via Outlook calendar.
Prepares confidential Human Resource documents as requested by the Leaders.
Enter help desk tickets for LDH Leaders and serve as IT liaison as needed.
Assist with onboarding and offboarding of newly hired staff. Coordinates with administrative assistant for scheduling and preparation of interviews for posted positions.
Schedule appointments and meetings, including both internal and large-scale cross-divisional meetings: Inform all attending parties of the date, time, location, and objective of all meetings.
Ensure dates and times of meetings do not conflict with other appointments and that calendar in Outlook is updated at all times.
Collect, prepare, and assemble appropriate materials for attendees prior to meetings.
Ensure appropriate equipment is available for the scheduled meeting and is set-up and working prior to the meeting start time (projector, laptop, phone, etc.).
Take meeting notes as requested; document action items and follow-up for completion; share action item status updates with appropriate staff.
Establish and maintains cordial, effective working relationships with contractors, stakeholders, internal departmental staff, and external agency staff.
Collaborate on team projects, providing back‐up support for…