Administrative Assistant III

The Administrative Assistant serves as assistant and secretary to the Director of Public Health, the administrative personnel, and other employees. Under general supervision, performs clerical work including data retrieval; preparation of reports; typing of various correspondence, forms, Midland Health Department reports, grant applications, physicians' orders, and other documentation; and performs general receptionist duties, prepares vouchers for issuance to various companies and clients.

• Has general knowledge about each program provided and utilized in the Health Department and other programs as they are implemented.
• Answers various inquiries by telephone, greets the public entering the office, takes telephone messages, and furnishes general information to the public. Directs customers to appropriate program personnel.
• Copies, addresses and mails nurse's notes, physicians orders, and related information to the appropriate agencies and individuals.
• Assists in opening, closing and filing of confidential client health records and charts. Also assists in maintaining the client index file as needed.
• Originates correspondence, prepares reports and statistical data from rough drafts, and creates forms as needed by staff. Operates all office equipment.
• Checks and compiles nursing statistical information as required by the department.
• Maintains a courteous relationship with the public and other departments within the City, interprets Public Health Services programs, and exercises good judgment in answering questions in the absence of appropriate personnel.
• Prepares vouchers for issuance to clients, purchases medical forms and office supplies as indicated by the needs of the staff, and issues vouchers to various companies. Orders medical supplies as indicated by the nursing staff in the absence of the Administrative Supervisor. Accepts, prices, and stores all supplies upon receipt of orders.
• Maintains security and confidentiality of all reports, records, and files. Updates files on an ongoing basis to improve filing systems for administrative and public information.
• Provides assistance in making arrangements for regular meetings; preparing legal notices, meeting agendas, and minutes; and proper distribution.
• Types, copies, and distributes employee newsletter and wellness program materials as indicated by committee members.
• Opens, date stamps, sorts, and distributes all Public Health mail. Determines incoming priority mail and seeks assistance in the action to be taken in the absence of Administrative Supervisor. Delivers all outgoing mail to the courthouse or post office and adds proper postal requirements.
• Schedules immunization appointments and assists in determining vaccines needed and/or required.
• Assists with correspondence to newspapers, cable TV, and radio stations about community screenings, immunization clinics, educational seminars, etc.
• Operates computer terminal using several different computer programs. Inputs and retrieves data as needed.
• Directly supervises part-time secretarial staff, volunteers, and others assisting with clerical duties within the office. Orients to agency's procedures and delegates tasks as appropriate personnel.
• Assists in conducting Medical Record review of agency records as assigned by the Director.
• Maintains an awareness of billing procedures, payroll, and general bookkeeping procedures and may provide support to functions in case of department absences.
• Performs general functions in the ongoing work of the office, performing all nonprofessional tasks with a minimum of supervision.
• Maintains an effective working relationship with fellow employees and other county department employees.
• Attends staff meetings, takes notes, types and files minutes according to regulations.
• Performs reasonably similar or related duties as assigned.

Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or employees of organizations.

Ability to add, subtract, multiply and divide all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs. Ability to learn and use the following software on a personal computer is required – Word Processing (Word Perfect, Microsoft, Windows).

Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

This work requires the occasional exertion of up to 10 pounds of force; work regularly requires sitting, speaking or hearing, using hands to finger, handle or feel and repetitive motions and occasionally requires standing, walking,…