Public Health Administrative Assistant

ADMINISTRATIVE ASSISTANT

Deadline to Apply:     Wednesday, October 6, 2021 11:59 p.m.

Department:               Public Health

Salary Range:             $16.70-$20.04/hour

FLSA Status:               Non-Exempt

Status:                         Temporary/Part-Time

Benefit Status:             n/a

POSITION SUMMARY

Performs a variety of complex administrative functions in support of an executive level position or department director.  Examples of duties include: composing correspondence; developing various, complex reports by researching and gathering information/statistics; coordinating and attending meetings; maintaining personnel files and processing related paperwork; and tracking budget expenditures and assisting in the preparation of the budget.

MINIMUM QUALIFICATIONS REQUIRED:

  • Education and Experience:                                                                                          |
  • High school diploma or GED; and,
  • Three to four years of progressively responsible related experience; or,
  • Any combination of education, training and experience which provides the required knowledge, skills, and abilities to perform the essential functions of the job.   Spanish/English Bilingual preferred.

Licenses and Certifications:

  • None

ESSENTIAL JOB FUNCTIONS: (All responsibilities may not be performed by all incumbents.)

  • Formats and types letters, memos, labels, agendas, notices, reports, or other correspondence on a computer or typewriter and proofs correspondence and related documents of staff.
  • Opens, stamps, sorts, and distributes incoming mail; prepares and processes outgoing mail, mass mailings, etc.; determines appropriate routing for correspondence.
  • Coordinates and schedules appointments, meetings, or reservations at the request of staff; prepares the location, photocopies materials and prepares agendas.
  • Oversees purchasing processes, including: coordinating orders; receiving and reconciling shipments with purchase orders; preparing invoices for payment; ordering and maintaining supplies; and performing and/or coordinating equipment maintenance and repairs.
  • Prepares complex, routine and non‑routine reports utilizing a variety of software; receives, sorts, and summarizes material for the preparation of reports; prepares work reports; develops charts and graphs; prints various reports; relays and interprets administrative decisions, policies and instructions.
  • Coordinates travel arrangements; makes reservations; determines cost impact for budget purposes.
  • Organizes and maintains various filing systems.
  • Assists technical services staff in maintaining web page information; programs telephone systems; assists in training staff on computer and telecommunications systems; serves as contact for identifying and resolving system problems.
  • Composes confidential correspondence and maintains files associated with same.
  • Tracks due dates for reports, correspondence, etc.
  • Interviews, screens, greets visitors and directs them to the appropriate area or individual; may answer various inquiries personally; provides information on departmental services and functions.
  • Maintains and processes payroll information, including: verifying information; maintaining leave information; tracking personnel actions; maintaining related records; compiling time sheet information; and separating and distributing checks.
  • Composes correspondence in accordance with standard policies; answers various inquiries; explains policies and procedures and arranges appointments; processes orders and updates manuals; processes routine and non‑routine matters independently.
  • Assists in the formulation of the budget, including: making recommendations; preparing forms; typing, calculating, and coordinating completion of budget; maintaining/tracking budget accounts/records throughout year; balancing and reconciling budget; preparing quarterly financial reports; preparing transfer memos; and attending budget meetings/hearings.
  • Prepares resolutions, ordinances and/or legislation for presentation.
  • Interacts with a variety of high level individuals, both internally and within the community to provide information, disseminate departmental information and assist in resolving administrative issues.
  • Reports administrative and/or operational problems to supervisor.
  • Relieves officials of routine administrative details such as checking operating reports for accuracy and conformance to policies and standards, monitoring and communicating departmental policies and procedures, and updating publications for final approval.
  • Performs specialized research and statistical work on assigned subjects for staff and management.
  • Enters information into a computer terminal; uses the computer system to retrieve a variety of daily, monthly and yearly reports; maintains routine financial records.
  • May deal with sensitive and confidential personnel matters at the direction senior level staff and/or the department director.

IMPORTANT JOB FUNCTIONS:

  • Photocopies reports, memos, and other various documents for requesting parties; develops various forms.
  • Disseminates a variety of information to various agencies, divisions, or departments via telephone, mail or FAX.
  • May serve as backup for other positions within the department.
  • Performs other related duties as assigned.

Questions?  Contact Human Resources at (970) 824-9195.

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