Job Summary:
The NIHD Board Clerk reports to the Chief Executive Officer, assisting in various ways to pursue the District’s Mission. It is a key point of contact and support for District Board members and leadership staff. This role is expected to provide exceptional support to the District’s Board, leadership, and staff, in preparation and delivery of public meetings, which are most often held after regular business hours. Maintains all Board of Directors files and records, agendas, and meeting minutes. Handles hospital election materials and mandatory filings, and provides all Administrative Support for the District Board of Directors. Maintains Board resolutions and is responsible for facility licensure renewal requirements. Provides support for Compliance Office with contract development and management. Represents District Administration in a positive and tactful manner, maintains a good working relationship with members of the Board, management, department heads, medical staff, hospital staff, patients, media and the general public. Acts as an advocate for the District and the District Board.
Job Relationships:
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Directly responsible to the Chief Executive Officer;
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Works closely with members of the District Board;
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Works closely with Compliance Office;
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Works closely with hospital District leadership and departments as well as internal and external customers;
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Provides all clerical services for members of the District Board.
Occupational Hazards:
Works in the general hospital setting. May be exposed to blood, body fluids, or tissues as well as patients in varying stages of infectious states.
Samples of Duties:
The information listed below is meant to serve as samples of job duties and responsibilities for positions in this classification. This list is neither inclusive nor exclusive, but indicative of several types of duties performed.
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Accepts responsibility for providing administrative and secretarial support for the District Board of Director’s and Administration;
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Screens telephone calls, emails, or other written communications; provides the requested information or redirects the request appropriately;
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Works with appropriate parties, compiles and prepares the Board agenda;
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Interacts with District Legal Counsel and other hospital attorneys as requested for District Board agenda items and needs;
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Prepares meeting notices in compliance with mandated requirements;
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Ensures NIHD website is up-to-date with Board member profiles and Board related information including posting of meeting information, agenda and packet to facilitate public access to information;
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Distributes agendas and packets to Board members and public venues timely;
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Ensures the Board meeting room/virtual meeting is properly set-up and prepared;
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Coordinates Board review and agenda placement of District policy and procedures as per regulatory requirements;
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Attends all meetings of the District Board and records/notes the items(minutes) before the Board;
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Prepares Board Meeting minutes for approval and signature of Board Chair.
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Maintains the official minutes of all Board and Board ad hoc committee meetings, proceedings, records, ordinances, resolutions, and other official Board related documents and public records in alignment with the NIHD Compliance Department processes;
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Attests, publishes, posts, indexes, and files ordinances and other District documents and public records as appropriate and in alignment with the NIHD Compliance Department processes;
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Interacts with the County Clerk’s office for all Board member election requirements;
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Responsible for handling, submitting, and filing of all election paperwork for members of the District Board
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Coordinates the swearing in ceremonies for new Board members;
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Interacts with the County Clerk’s office for all required annual filings;
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Processes annual form 700 submissions for all members of the District Board and appropriate leaders;
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Interact with outside agencies as a positive ambassador for the District, including contractors, physicians, construction managers, medical offices and clinics, hospice, etc Processes paperwork for associated hospital projects including Members in Support of Measure H, Hospice functions, Auxiliary functions, etc. Files necessary tax returns for the Measure H Committee;
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Complies with procedures for maintaining confidentiality of records and proceedings of the District Board, Administration, hospital management, employees, and patients;
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Maintains the District Board Bylaws and schedules them for review and update on an annual basis;
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Replies to inquiries requiring judgment, initiative, and interpretation of policies, procedures, practices, codes, and laws, as appropriate;
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Researches and assembles information as requested by Board Members and Administration; verifies that information or data is complete and accurate;
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Provides assistance to the Compliance Office for contract, policy, and project needs, on time permitting basis or as assigned by Chief Executive Officer;
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May fill in for the Executive Assistant, and Administrative Assistant when needed;
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Performs other duties as assigned.
Knowledge, Skills and Abilities:
Knowledge of:
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The Mission, Vision, and Values of Northern Inyo Healthcare District;
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NIHD policies and procedures, including Compliance Program, Code of Conduct, and Confidentiality standards;
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NIHD safety policies and procedures, including the Rainbow Chart, Employee Health, and Infection Prevention standards;
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Role, purpose and authority of governing boards;
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Rules and regulations governing the conduct of public meetings;
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Rules and regulations governing public access to agency meetings;
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Principles and practices of public board agenda and meeting packet preparation, content and distribution;
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Principles and practices of records management;
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Principles and practices of customer services;
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Professional grammar, spelling, vocabulary and punctuation;
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Modern office procedures including the use of computers, and software applications relevant to the work being performed.
Skills/Abilities to:
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Communicate effectively both verbally and in writing with NIHD staff and the public;
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Establish and maintain professional working relationships with NIHD staff at all levels as well as the public;
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Develop and maintain a high degree of maturity, integrity, and good judgement.
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Ability to work in a Windows based computer environment and proficiency in Microsoft Office Suite.
Minimum Qualifications:
Experience:
Previous healthcare, hospital experience;
Windows based computer environment and proficiency in Microsoft Office Suite;
Ability to build and maintain strong working relationships with other team members and departments;
Conduct, appearance, and work performance shall be of professional quality.
Education:
Certification:
Preferred:
Experience:
At least 5 years of experience in a CA hospital administration office or other related experience, as well as evidence of leadership potential to the satisfaction of the Administrator.
Management concentration or major with at least one year of experience in a CA hospital and knowledge of the implications of being a non-profit, County-affiliated organization
Education:
Bachelor’s degree or AA degree
Certification:
This position is confidential
