Administrative Assistant (HHSD)

Job Title

Administrative Assistant

Job Description

Summary Under general supervision of the Business Supervisor, performs responsible office work involving a considerable degree of independent judgment and initiative. Performs related duties as required.

Examples Of Duties

Essential duties and responsibilities include the following. Other duties may be assigned.

Functions as Administrative Assistant to assigned staff members, providing administrative support and assistance, and coordinating as needed with other departmental staff. Performs office and clerical duties including, but not limited to: prepares documents and correspondence including typing and/or transcribing dictation, reports, letters, memos, forms, court reports, progress reports, agendas, and minutes; photocopies documents; files confidential and sensitive information; maintains client charts; and schedules and cancels appointments for staff as requested.

Functions as receptionist for Health and Human Services Department.

Processes release of information requests.

Processes all incoming and outgoing departmental mail.

Coordinates timecard collection and control for the department.

Coordinates weekly Clinical Director staffing's, prepares staffing lists and documents, pulls client records, etc.

Provides administrative support to the departmental psychiatrist and psychologist; transcribes dictation, prepares documents, pulls client records, coordinates office space, orders test materials, completes timecards, and other duties as assigned.

Coordinates various health clinics by performing or assisting with the following duties including, but not limited to: arranges community sites, prepares news releases, prepares clinic schedule, sends reminder letters, and assists with telephone reminder calls, prepares individual charts, prepares, and sends referral and follow-up letters, and assists at clinics as needed.

Explains policies, procedures, and instructions in response to telephone or personal inquiries from clients, co-workers, and the public. Provides resource information and referral sources.

Receipts revenues and restitution, and maintains a variety of complex records which may include bookkeeping accounts and client statistics.

Assists in the development of departmental regulations and procedures. Maintains position procedures manual.

Prepares and maintains all Community Services client records, documents clients in appointment book. Maintains and assists staff in the utilization of the Community Services file room.

Maintains office, program and medical supplies, educational materials, and forms; and processes requisitions and purchase orders.

Catalogues and indexes all Public Health educational materials.

Inventories, distributes, maintains, and establishes recall system for Home Health care loan closet equipment.

Develops print-ready brochures, forms, and educational materials.

It is unlikely an employee will perform all the duties listed on a regular basis, nor is the list exhaustive in the sense it covers all the duties an employee may be required to perform. The examples are merely indicative, not restrictive.

Supervisory Responsibilities

This job has no supervisory responsibilities.

Typical Qualifications

Qualifications To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience Graduation from high school, including or supplemented by commercial subjects; one to two years experience in performing secretarial and general work of a progressively responsible and difficult nature; or an equivalent combination of education and experience.

Language Skills Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or employees of the County.

Mathematical Skills Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.

Reasoning Ability Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.

Computer Skills To perform this job successfully, an individual should have knowledge of word processing software and the ability to perform a full scope of word processing functions independently and with high degree of accuracy and speed.

Other Skills and Abilities Knowledge of modern office practices, procedures, and equipment. Ability to learn departmental programs, operations, and policies with respect to general functions performed. Knowledge of business English, spelling, composition, medical/psychiatric and legal terminology. Ability to perform a variety of complex clerical tasks. Ability to establish and maintain effective public and working relationships. Ability to maintain client confidentiality.

Physical Demands The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel and talk or hear. The employee is frequently required to reach with hands and arms. The employee is occasionally required to stand; walk and stoop, kneel, and crouch. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, color vision and ability to adjust focus.

Work Environment The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually quiet.