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Program Specialist IV
2 months ago
Job Description
Program Specialist IV Quantity: One (1)
Job Description: Client is looking to fill a position to assist the Executive Clerk conduct executive communications. Under the guidance of the Clerk, manages, and facilitates the flow of written information from external stakeholders and staff to the Commissioner and executive leadership team including letters, emails, memos requesting Commissioner action, informational memos, reports, and briefing documents.
Essential Job Functions:- (35%) Coordinate the response, review, and completion of all executive correspondence submitted to the Commissioner and/or executive leadership for approval and signature. Manage and monitor all documents prior to distribution under the Commissioner's signature. Reviews responses for clarity and compliance with Client standards. Ensures that information is clear and consistent with Client policies and procedures.
- (35%) Works with divisions, government affairs, communications, consumer affairs, Chief Financial Officer, Office of General Counsel, and others as required to ensure that all documents submitted for Commissioner's approval have undergone required department review and approval. Returns Commissioner decisions to the appropriate division or center.
- (20%) Help Executive Clerk maintain an effective executive correspondence tracking process. Follows guidelines, policies, and operational procedures for executive correspondence.
- (10%) Other duties include actively participating in a supporting role to meet the agency's obligations for the COVID-19 disaster response and/or recovery or continuity of operations activation. May assist the Executive Clerk with setting up a new database archive system and with transferring data into the system.
- Skill in reviewing, revising, and/or editing written documents.
- Skill in managing multiple and competing priorities.
- Skill in use of computer related equipment, including the use of Microsoft Office Suite to include word processing, spreadsheet, and database software programs, also Adobe Acrobat.
- Skill in organizing files and administrative materials so they are easily retrieved.
- Ability to establish effective working relationships with staff at all levels of an organization.
- Ability to work independently and make timely and effective decisions.
- Ability to work under pressure and meet deadlines.
- Ability to organize and present information effectively, both orally and in writing.
- Ability to interpret and apply DSHS and HHS System policies and procedures.
- Ability to maintain confidentiality of sensitive information.
- Knowledge of /or health and human services programs and services.
- Experience setting up databases using online platforms.
- Experience and/or ability using mail merge.
- One (1) year of direct experience with working in the same capacity as the job description.
- Minimum one year experience in written and verbal correspondence, clerical skills, data management, Microsoft Office suite products, and public health.
