Administrative Assistant

POSITION: Administrative Assistant

DEPARTMENT: Health

WORK SCHEDULE: 8:00 a.m. - 4:30 p.m., M-F

SALARY: $1,881 biweekly

Incumbent serves as Administrative Assistant for the Tippecanoe County Health Department, responsible for assisting Administrator and Executive Assistant in daily operations of the Department, performing various clerical duties for Health Department personnel, and assisting the public.

Duties:

Assists Administrator in supervising personnel, including interviewing candidates, making hiring recommendations, providing orientation and training, planning, and delegating work assignments, establishing work goals, evaluating job performance, maintaining discipline and recommending corrective actions, and conducting staff meetings to explain or interpret various policies and procedures, communicating with supervisor and assigned staff informing of informational developments.

Assists Finance Director with accounts payable and receivable functions as needed, including preparing documents, reporting, and data entry.

Performs various bookkeeping tasks such as receiving and receipting various fees, preparing fee collection report for Auditor, preparing expense reports for Administrator, tabulating Department automobile mileage for reimbursement, and receiving billing, filing claims, and preparing vouchers for various grants.

Prepares and processes Department claims and vouchers, including verifying charges and documentation, monitoring account balances, typing forms, obtaining signatures, and forwarding to Auditor.

Processes food service, swimming pool, and body modification permits, including receiving and receipting various fees, preparing and distributing permits entering records and forms into computer, and maintaining related files as needed. Maintains and reviews database information in determining appropriate facilities to inspect.

Maintains Vector Control and Clandestine Lab reports and prepares Health Officer's Orders.

Enters various data into computer such as land development records and septic permit applications, maintaining related files as needed.

Prepares various documents such as correspondence, forms, and reports. Maintains various department files, retrieving for Department personnel and the public as needed. Compiles and prepares information for annual and monthly reports.

Completes a variety of quarterly and annual reports, including tracking statistics such as number of inspections, complaints, and establishment closings.

Assists Administrator in preparing agendas and reports for Board of Health and assisting with various other duties as directed.

Maintains personnel files, payroll sheets, and attendance records as directed.

Answers telephone and greets office visitors, providing information and assistance, taking messages, and/or transferring or directing to appropriate individual or department. Receives and distributes department mail.

Maintains inventory of office supplies, including ordering and purchasing as needed.

Performs assigned tasks for Administrator in their absence such as signing and executing contracts, providing assistance, and other essential functions.

Maintains and creates department policies and procedures.

Prepares reports for Environmental and Foods Division.

Performs related duties as assigned.

• JOB REQUIREMENTS AND DIFFICULTY OF WORK:

Bachelor's Degree or equivalent experience in public health.

Must be at least 18 years of age.

Working knowledge of state and Department regulations, policies, and procedures regarding vital records, including receiving, processing, filing, certifying, releasing, and reporting information.

Working knowledge of standard and administrative office policies and procedures and ability to apply such knowledge to a variety of interrelated processes, tasks, and operations.

Working knowledge and ability to make practical application of basic bookkeeping principles and State Board of Accounts requirements, including receiving and securing monies, maintaining accurate records, reconciling fund accounts, and preparing reports as required.

Ability to supervise personnel, including interviewing candidates, making hiring recommendations, providing orientation and training, planning, and delegating work assignments, establishing work goals, evaluating job performances, maintaining discipline and recommending corrective actions, and conducting staff meetings to explain or interpret various policies and procedures, communicating with supervisor and assigned staff informing of informational developments.

Working knowledge of standard English grammar, spelling, and punctuation, and ability to prepare correspondence and detailed reports.

Ability to effectively communicate orally and in writing with co-workers, other County departments, SBOA, newspapers, food service establishments, and the public, including being sensitive to professional ethics, gender, cultural diversities, and disabilities.

Ability to type with speed and accuracy and properly operate standard office equipment, including computer, typewriter, calculator, fax machine, copier, tape recorder, and telephone.

Ability to provide public access to or maintain confidentiality of Department information and records according to State requirements.

Shall comply with all employer and Department policies and work rules, including, but not limited to, attendance, safety, drug-free workplace or personal conduct.

Ability to understand, memorize, retain, and carry out written or oral instructions, and present findings in oral or written form.

Ability to compile, collate, or classify data, coordinate, and make determinations based on data analyses.

Ability to work alone with minimum supervision and with others in a team environment, work on several tasks at the same time, occasionally under time pressure.

Ability to count, compute, and perform arithmetic calculations.

Ability to occasionally apply knowledge of people and/or locations.

Ability to occasionally work extended hours, and occasionally travel out of town, but not overnight.

Ability to occasionally respond to emergencies on 24-hour basis.