Health Care District of Palm Beach County

Executive Assistant

• Receives, prioritizes, and directs all incoming correspondence and requests. Responds to both written and telephone concerns and inquiries from the public, other personnel, and outside agencies; resolves the concern or directs to appropriate entities.
• Coordinates office management functions with other administrative assistants to ensure smooth and effective day-to-day operations of Executive Suite.
• Maintains, organizes, and coordinates detailed and busy calendar for the office they support and office activities such as staff schedules, travel, meetings, appointments, deadlines, and project/program schedules. Coordinates and maintains department meeting calendar and other assigned meetings.
• Acts as liaison with the Board of Directors committees, internal departments, and outside organizations, gathering and relaying information as needed. Maintains appropriate level of confidentiality regarding all communications.
• Process invoices, purchase requisitions while ensuring appropriate approvals and cost center attribution.
• Prepares and formats accurate and effective reports and presentations such as budget performance reports, organizational charts, worktables, records, and related documentation; distributes to appropriate entities.
• Coordinates procurement of office supplies and other materials. Researches and acquires vendor proposals when directed.
• Processes purchasing card receipts and end of month documentation with signatures and sends to finance.
• Screens and manages the proper chain of command and signature authority levels on documents. Reviews various forms, records, charts, and budgets to ensure information is accurate, complete, and current; makes adjustments and corrections as appropriate.
• Effectively utilizes various modern computer applications in creating, maintaining, and updating department records, reports, charts, claims, and files, i.e., word processing software, spreadsheets, presentation software.
• Effectively operates a variety of modern office equipment in performing essential functions, i.e., copy machines, facsimile machines, telephone systems, transcriber, recording equipment, binders, calculators, computers, and printers.
• Effectively maintains, updates, retains and manages department filing system (electronic or paper), to include retrieving files, records, reports, and charts as directed. This includes coordinating the review and updating of department policy and procedures.
• Effectively assists other employees by relaying instructions, coordinating efficient workflow, and requesting information as needed.
• Processes, sorts, and distributes incoming and outgoing mail when applicable.
• Distributes communication concerning but not limited to policy and procedures, directories, mailing lists, department lists, and files as applicable to assigned department.
• Completes special projects and performs related duties as assigned.

Executive Assistant – Support Services

Security Engineer

• Patrol and monitor premises to ensure a safe, protected, and secured environment across assigned locations
• Serve as Safety Officer: identify and mitigate risks/hazards, ensure welfare and accountability of incident personnel, conduct safety analyses and incident investigations, assign Assistant Safety Officers and technical specialists, and maintain ICS/EOC communications
• Serve as Security Officer: conduct scheduled and impromptu walkthroughs and inspections, monitor surveillance systems, control access to restricted areas, de-escalate inappropriate behavior, liaise with law enforcement and first responders, escort trespassers or terminated staff, manage lobby and parking lot safety
• Serve as Communications Specialist: receive radio/telephone inquiries, activate and coordinate transport teams per LifeTrans procedures, operate mapping systems and base station radios, maintain FCC compliance, and document communications
• Maintain reliable radio communications, complete operational documentation, provide transitional briefings during shift changes, and procure resources via designated channels
• Occasionally travel to other Community Health Centers across Palm Beach County to provide coverage
• Participate in mandatory trainings and competency exercises (AMRM, LifeTrans, Moodle activities, IAMTCS requirements)

Safety and Security Officer, Security Services

IT Support

• Develop and maintain a multi-year technology roadmap working with the VP, CITO
• Manage, lead and motivate the IT Infrastructure team (SharePoint, Voice, Network, Windows Server support)
• Ensure 24x7 hardware availability in support of mission critical business requirements
• Function as production support for implementation projects and serve as project manager for infrastructure projects when needed
• Coordinate with application support and business intelligence teams to ensure application/database availability, performance and reliability
• Collaborate and cooperate with IT Security to ensure timely infrastructure vulnerability remediation
• Contribute to the ongoing development of IT production support processes and develop standard operating procedures and policies
• Ensure regular communication to Senior IT Management concerning projects, risks, concerns, problems, and needs
• Keep abreast of new support tools, hardware, software, and technology and make recommendations for future deployment
• Plan and implement operating system, server, application and associated support tools to remain compliant with current versioning and security
• Analyze and manage hardware, application/database performance, capacity, replication, and other distributed data issues
• Participate in disaster recovery testing and update/maintain disaster recovery scripts and documentation
• Develop and maintain critical application availability measurements to ensure SLAs are met and exceeded
• Perform on-call duties and emergency duty as required

Director, IT Infrastructure

Auditor

• Perform operational and financial audit assignments and other audit services identified by the Senior Internal Auditor.
• Identify areas/activities requiring audit review through observations made during audit assignments.
• Obtain an understanding of the systems of control for each auditable area by reviewing policies and procedures, communicating with staff, and observing processes.
• Design and perform audit programs that adequately test effectiveness of controls, compliance to established policies and procedures, and compliance to federal and state laws and regulations by using standard audit techniques.
• Prepare and maintain completed audit workpapers, documenting the basis for the recommendations made relative to the audit assignments.
• Perform reviews in a thorough manner to propose meaningful recommendations.
• Assist in the development of risk analyses and annual audit plans.
• Complete assignments in an efficient manner with minimal interference with operations.
• Describe each system examined to adequately identify controls, using acceptable documentation methods.
• Report all significant findings to the Senior Internal Auditor.
• Prepare written reports for each audit conducted.
• Perform audit work using interviews, data analysis, business process descriptions, use cases, scenarios, business analysis, and workflow analysis.
• Collect accurate and consistent information needed to maintain a risk assessment system for all auditable areas.
• Maintain Knowledge of Professional Auditing Standards.
• Understands Revenue Cycle processes, Healthcare Financial and Clinical Systems Reporting, Statistics, and Decision Support.

Internal Auditor

Administrative Assistant

• Performs keyboard tasks in processing department correspondence and updating and maintaining various department records, logs, reports and files.
• Responds to written and telephone concerns and inquiries from the public, other personnel, and outside agencies; resolves the concern or directs to appropriate entities.
• Generates various letters, records, reports and related documentation; makes copies of such where applicable; and, distributes to appropriate entities.
• Maintains, updates and manages department filing system, including retrieving files, records, reports and patient charts as directed.
• Reviews various forms, records, medical charts and applications as applicable to assigned department to ensure information is accurate, complete and current.
• Acts as liaison between the Department Leader, other departments, and outside agencies, as well as gathering and relaying information as needed.
• Assists other hospital personnel by relaying instructions, coordinating efficient work-flow and requesting information as needed.
• Processes, sorts and distributes incoming and outgoing mail when applicable to assigned department.
• Monitors department materials and supply inventory and orders supplies as needed.
• Maintains the Department Leader and the department’s calendar. Schedules meetings, appointments, deadlines and project/program schedules as required.
• Prepares charts, logs, work tables, letters, records, forms, reports and other related documentation; makes copies of such where applicable; and distributes to appropriate entities.
• Processes invoices for approval and payment.
• Maintains a tickler system for timely review and renewal of contracts. Provides assistance with contract renewal as required.
• Assists other hospital personnel with responsibilities and adjusts work schedules to meet department needs.
• Assists in the preparation of meeting packets. Sets up meeting agendas and documentation for department meetings; takes, transcribes, copies and distributes minutes to appropriate entities.
• Attends mandatory department and hospital in-service training sessions.
• Facilitates departmental communications.
• Assists all patients, family members, physicians, visitor, and employees as needed.
• Emergency duty may be required of the incumbent that includes working in special needs or Red Cross shelters or to perform other emergency duties including, but not limited to, responses to threats or disasters, manmade or natural.

Administrative Assistant, IT

Graphics Designer

• Highly creative storyteller responsible for design and deployment of messaging campaigns and promotions
• Design visual graphics, presentations, collateral materials and internal communications across various platforms
• Develop, design and publish community and internal publications to increase public awareness of Health Care District programs
• Provide support and planning for internal and external public events and activities
• Assist District departments and staff in preparing and giving presentations when requested
• Provide indirect supervision to other graphic designers and administrative support personnel
• Support content updates and development of the corporate website and social media campaigns
• Attend conferences, workshops and meetings when requested
• Perform emergency duty as required, including work in Red Cross shelters or disaster responses

Executive Assistant – Support Services

Safety and Security Officer, Security Services

Director, IT Infrastructure

Internal Auditor

Administrative Assistant, IT

Graphic Design Specialist – Corporate Communications