Public Health Administrative Assistant

Performs administrative functions in support of the Public Health department and its personnel including front desk and clinic scheduling, document preparation, meeting arrangements, reception and customer service, expense tracking, and related duties. Performs general clerical work including answering the telephone, filing, typing, data entry/retrieval, record keeping, copying, and faxing. Medical billing and additional community outreach functions, providing representation for the public health department.

Receives direct supervision from the Director of Public Health.

The following statements are illustrative of the essential functions of the job and do not include other nonessential or peripheral duties that may be required. The administration retains the right to modify or change the duties or essential functions of the job at any time.

The Public Health Administrative assistant will work with clinical staff for scheduling, inventory and ordering. Basic medical billing and documentation.

Will support communicable disease investigations which typically includes phone follow-up but may require some field work from time to time.

Performs customer service and reception duties for the department. Responds to and provides general information regarding County and department services and responds to customer inquiries. Directs calls to the appropriate staff for more complex matters.

Provides administrative and clerical support to the department head, supervisors, and staff.

Performs general clerical support for the department to include preparing and typing a variety of forms, letters, and documents, proofreading, data entry and retrieval, and faxing, copying, and processing in/outgoing mail.

Prepares and processes various documents, applications, reports, fees, and other materials in support of department operations. Verifies accuracy of data, routes documents to appropriate parties.

Creates and/or updates informational materials such as policies and manuals, calendars, brochures, flyers, and/or newsletters and distributes as needed.

Maintains the department records and filing systems, both manual and automated. Creates, updates, and maintains files and records pursuant to department and County policies and procedures.

Orders, organizes and maintains inventory of office and other department supplies as needed.

Coordinates service and maintenance of the fax, copier, postage machines, and other equipment within the department.

Performs duties in alignment with vital records deputization and is responsible for vital records (birth and death certificate).

Assists with department and program communications, coordinating programs and events, and providing information to employees and customers. May also represent the Public Health Department at community outreach opportunities and events.

May track department purchases and expenditures, which may include grant or other funds. Reconciles and processes department purchase orders and invoices, balances daily cash receipts, and verifies and enters account data. Prepares and processes other personnel forms.

May reconcile general ledger reports and enter data from transaction documents into accounting system, verify data, and generate accounts receivable billings and related reports.

May serve as a recording secretary for boards and meetings to include preparing and distributing agendas, packets, and related materials, taking, transcribing, and distributing meeting minutes, and making meeting arrangements.

May participate in various committees related to program activities and responsibilities.

May operate and communicate with staff using a two-way radio.

Performs other duties as assigned and required.

Any combination of experience and training that would likely provide the required knowledge and abilities may be qualifying.

Equivalent to the completion of the twelfth grade supplemented by additional secretarial or office administration coursework.

A minimum of three years of experience in a directly related field or in the performance of similar duties and responsibilities.

Basic knowledge of public health or medical office experience preferred but not required.

• Operation of standard office equipment including telephones, fax machines, copiers, and computers.
• Routine software and business applications, including but not limited to, word processing, spreadsheets, presentation software, and databases.
• Modern office practices and procedures.

• Establish and maintain effective working relationships with other County employees, representatives of other agencies and organizations, and members of the community.
• Perform duties independently without close supervision.
• Communicate clearly and concisely, both verbally and in writing.
• Accomplish the assigned workload in a timely manner and meet established performance standards and objectives.
• Perform data entry, typing, and computer work…