Administrative Assistant

Type:Full TimeSalary/Pay Rate:$43,000-$45,000/yearPosted Date:05/09/2024 1:31 PM

Health Department

Full Time, 40 Hours/week, Non-Exempt

Position Summary:

The position exists within the Department of Health to provide support to all clerical aspects of the Department. The incumbent is responsible for the management of files, billing and administrative support. The incumbent is also responsible for purchasing and organizing office supplies for the Health department. The incumbent assists the Business Manager in day-to-day operations of 28 staff equivalents. The Administrative Assistant may be required to report for emergency situations (public health vaccination / medical distribution clinics, natural and/or manmade disasters) during and after regular business hours.

Essential Functions:

• Process renewal letters, applications, and licenses for retail food establishments, hotels, pools, vending locations, and temporary food events within the Dept. of Health service area.

• Maintain, and enter applications and licenses for retail food establishments, hotels, pools, vending locations, and temporary food events within the Dept. of Health service area into database.

• Interact with the public via telephone, email, and in-person visits. Must have strong interpersonal skills.

• Electronically file/monitor weekly laboratory reports required for the operation of public pools and spas.

• Create and update spreadsheets for department/grant expenses for all phones, data plans, postage, paper, printing charges, office supplies, and vehicle maintenance.

• Process and record monthly payments received for health services provided to the 9 municipalities serviced by the Dept. of Health.

• Responsible for purchasing and organizing office supplies for a staff of 28. Compare prices and orders online. Create purchase orders and enter them into the MSI database, allocating them to the appropriate expense centers.

• Provide administrative support for all Registered Environmental Health Inspectors who perform health-related services for the Dept. of Health's nine (9) municipalities.

• Provide administrative support for the CEHA program (County Environmental Health Act). Handle NOV and NOPA correspondence and prepare certified mail.

• Electronically files into database, case tracking, and NJEMS electronic filing for the CEHA program service area of 21 municipalities.

• Process Environmental Quality Enforcement Fund fine checks.

• Purchase medical supplies, office supplies, equipment, etc. for the TB Clinic and maintain a record of patient billing.

• Responsible/maintains TB Grant to include entering quarterly progress and expense reports into SAGE program.

• Provide administrative support to RCDC staff. Order/organize seminar and education materials. Assist the RCDC Coordinator with monthly events with other county departments.

• Provide training, assignments, and support to Temporary Administrative Assistant as needed or requested by Business Manager.

• Provide backup support as needed for the Business Manager and serves as a backup for OPRA in the absence of the Business Manager or Administrative Assistant.

• Record and distribute minutes for monthly staff meetings.

• Assist in special projects for the department.

• Prepare files for retention and maintain records of retained files.

Essential Requirements:

• High school diploma with supplemental business school education/course work.

• Two years' experience in the administrative assistant field or in a position with equivalent job responsibilities.

• Proficient with Microsoft Office, including Word and Excel, and Adobe Acrobat/Reader.

• Experience with gathering and reporting on statistical data is preferred

• Must be able to read, write, and speak English fluently.

• Fluency in Spanish, both oral and written is a definite plus.

• Professional and courteous telephone manner.

• Knowledge of County policy and procedures highly preferred.

• The incumbent must be able to work and communicate with a diverse group of staff and county residents.

• The position must function with moderate supervision at a self-motivated pace.

• Network experience.

• Ability to utilize internal system software programs.

• Possess a valid New Jersey Driver's License.