Administrative Assistant
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.
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.
Administrative Assistant (HHSD) • Chilton, WI, US
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