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Administrative Analyst III

3 months ago

Chicago, Illinois, United States Cook County, IL Full time

Location:

ACHN
Shift: 8:30 A.M. TO 4:30 P.M.

Job Summary


The Administrative Analyst III will perform a wide variety of professional analytical and administrative duties in support of department functions, operations, and programs.

The typical duties will consist of, but not limited to, personnel management/processing, assisting with budget management/analysis, purchase order and payment processing, data collection, analysis, interpretation and reporting, initiation of special projects and other specialized functions, and coordination of assigned activities with other departments, divisions, outside agencies, and the general public.

This position is exempt from Career Service under the CCH Personnel Rules.

Typical Duties

  • Schedules interviews, initiates hiring, credentialing/re-credentialing and employment exit processes and monitors progress on an ongoing basis. Tracks the vacancy status of positions assigned to the department.
  • Conducts department/division-level orientation and routine training. Ensures staff are trained to use systems/applications relevant to job functions. Evaluates competency on an on-going basis.
  • Develops work schedules.
  • Monitors compliance with all CCHHS mandatory requirements for employed staff members and voluntary providers within the department/division.
  • May directly supervise other support staff members as applicable.
  • Oversee timekeeping functions, verifies attendance records, maintains employee benefit time-off request records; consults with supervisor regarding time and attendance discrepancies; Troubleshoots payment/benefit time errors with payroll department.
  • Assists leadership with development and management of department/division budgets.
  • Initiates, coordinates and monitors purchasing and payment processes for goods and professional services with supply chain management and financial operations staff. Maintains purchasing and payment records in electronic and/or paper files.
  • Collects, analyzes and interprets data and produces management reports (utilizing current software and/or applications) to support the department's/division's quality plan and operational needs.
  • Coordinates department/division meetings, prepares agendas and minutes; creates and maintains meeting documentation in electronic and/or paper files.
  • Works with Information Technology department to troubleshoot system and/or application problems.
  • Collects material to review, investigate and resolve patient and employee complaints in conjunction with other relevant CCH staff.
  • Develops and maintains positive relationships with coworkers, patients and visitors.
  • Serves as backup for other higher level administrative support staff.
  • Manages and/or participates in special projects.
  • Performs other duties as assigned.
* · Minimum Qualifications

  • High School Diploma (Must provide proof at time of interview) and seven (7) years of high level administrative experience supporting a department head or a senior leader OR
  • Bachelor's degree from an accredited college or university (Must provide official transcripts at time of interview) and three (3) years of high level administrative experience supporting a department head or a senior leader is required
  • One (1) year of experience as a supervisor or manager is required
  • Prior experience assisting with budget management/analysis is required
  • Prior experience leading projects and creating, gathering and tracking departmental reports is required
  • Prior experience communicating with all levels of the organization is required
  • Must be able to meet the Intermediate proficiency level using Microsoft Office (Word, Excel, PowerPoint) is required (May be required to test for proficiency)
  • Must be able to work in the evenings and on the weekends, when and as needed is required
Preferred Qualifications

  • Prior experience as a supervisor or manager in a unionized environment is preferred
  • Prior work experience in an academic healthcare organization is preferred
  • Prior work experience in medical education or professional development is preferred
Knowledge, Skills, Abilities and Other Characteristics

  • Working knowledge of payroll processing and time keeping methods
  • Demonstrate the ability to maintain an organized electronic and paper filing system
  • Excellent verbal and written communication skills necessary to communicate with all levels of staff and a patient population composed of diverse cultures and age groups
  • Strong customer service and empathy skills
  • Demonstrates good computer and typing skills.
  • Demonstrate good phone and email etiquette skills with strong response times
  • Demonstrate analytical and organizational, problem-solving, critical thinking, time management and conflict resolution skills
  • Demonstrate management and leadership skills
  • Strong mathematical and statistical skills for generating reports
  • Demonstrate attention to detail, accuracy and precision.
  • Ability to utilize standard office equipment
  • Ability to work at the Intermediate proficiency level using Microsoft Office
  • Ability to prioritize, plan, and organize projects and tasks.
  • Ability to multi-task and meet deadlines in a fast paced and stressful environment
  • Ability to adhere to department policies and standards utilizing best practices.
  • Ability to maintain a professional demeanor and composure when challenged.
  • This position occasionally requires various types of physical exertion including but not limited to bending, lifting, pushing, prolonged standing, and/or moving light to medium weight.
Benefits Package

  • Medical, Dental, and Vision Coverage
  • Basic Term Life Insurance
  • Pension Plan
  • Deferred Compensation Program
  • Paid Holidays, Vacation, and Sick Time
  • You may also qualify for the Public Service Loan Forgiveness Program (PSLF)
For further information on our excellent benefits package, please click on the following link:

VETERAN PREFERENCE

PLEASE READ


When applying for employment with the Cook County Health & Hospitals System, preference is given to honorably discharged Veterans who have served in the Armed Forces of the United States for not less than 6 months of continuous service.

To take advantage of this preference a Veteran must:

  • Meet the minimum qualifications for the position.
  • Identify self as a Veteran on the employment application by answering yes to the question by answering yes to the question, "Are you a Military Veteran?"
  • Attach a copy of their DD 214, DD 215 or NGB 22 (Notice of Separation at time of application filing

Please note:
If you have multiple DD214s, 215s, or NGB 22S, Please submit the one with the latest date.

Coast Guard must submit a certified copy of the military separation from either the Department of Transportation (Before 9/11) or the Department of Homeland Security (After 9/11).

Discharge papers must list and Honorable Discharge Status. Discharge papers not listing an Honorable Discharge Status are not acceptable

OR


A copy of a valid State ID Card or Driver's License which identifies the holder of the ID as a Veteran, may also be attached to the application at time of filing.

If items are not attached, you will not be eligible for Veteran Preference

VETERANS MUST PROVIDE ORIGINAL APPLICABLE DISCHARGE PAPERS OR APPLICABLE STATE ID CARD OR DRIVER'S LICENSE AT TIME OF INTERVIEW.


Degrees awarded outside of the United States with the exception of those awarded in one of the United States' territories and Canada must be credentialed by an approved U.S.

credential evaluation service belonging to the National Association of Credential Evaluation Services (NACES) or the Association of International Credential Evaluators (AICE).

Original credentialing documents must be presented at time of interview.

  • Please note all offers of Employment are contingent upon the following conditions: satisfactory professional & employment references, healthcare and criminal background checks, appropriate licensure/certifications and the successful completion of a physical and pre-employment drug screen.
  • CCHHS is strictly prohibited from conditioning, basing or knowingly prejudicing or affecting any term or aspect of County employment or hiring upon or because of any political reason or factor.

COOK COUNTY GOVERNMENT IS AN EQUAL OPPORTUNITY EMPLOYER