Office Assistant - Community Health Services

Job Title

A vacancy exists in the Bureau of Environmental Services, Department of Community Health Services.

Examples Of Duties

Under general supervision, performs comprehensive office administration and clerical duties in support of an office. Essential job duties include:

• Using automated office systems, such as a computer, to prepare a variety of letters, memos, and other material from draft or specific instructions.
• Selecting the appropriate letter or memo format, proofreading and editing documents for grammar, punctuation, and spelling, and preparing documents for distribution or mail.
• Originating procedural correspondence such as form letters and routine notices to respond to requests for information or to begin office processes.
• Setting up and maintaining office databases and files.
• Accessing databases to establish, retrieve, review, update, track, and revise a variety of office records.
• Performing queries and compiling routine reports from various data sources.
• Assembling data for inclusion in narrative and statistical reports.
• Creating and updating office spreadsheets.
• Establishing and maintaining confidential files and records.
• Locating, extracting, and summarizing information from files for preparation of reports or to respond to inquiries, routine requests, or complaints.
• Determining release of information according to established procedures and confidentiality.
• Initiating the process of purging and updating files.
• Opening, date stamping, and distributing incoming mail to appropriate staff.
• Tracking the handling of correspondence and/or written complaints to the time of completion.
• Ensuring office responses are completed in a timely manner.
• Greeting and directing clients and visitors.
• Responding to inquiries of a routine nature regarding County, department, and/or program policies in person, by telephone, or by regular or electronic mail.
• Collecting information regarding more complex inquiries and referring to appropriate staff for follow-up as necessary.
• Maintaining calendars, scheduling appointments and meetings, and reserving meeting room facilities or space.
• Typing, photocopy, and distributing meeting agendas and/or minutes.
• Preparing or assisting in the preparation of personnel related documents and forms.
• Operating office machinery, such as photocopiers, calculators, telephones, scanners, and printers.

Examples of other duties include:

• Assisting in the preparation of customer files and responding to inquiries related to health beneficiary programs and community resources.
• Understanding and utilizing Workday to perform timekeeping and leave tracking and other administrative duties.
• Maintaining simple financial and statistical records.
• Reconciling account balances.
• May take verbatim notes or minutes.
• May lead and instruct others.
• Performs other related duties as required.

Qualifications

Possession of a high school diploma or an appropriate equivalent plus one (1) year typing, word processing, or secretarial experience. Additional experience as described in the essential duties may be substituted on a year-for-year basis for the required education. Additional education may be substituted on a year-for-year basis for the required experience. Proof of licenses, certifications and education applicants are required to submit proof of licenses, certifications and education beyond high school to meet the required and preferred qualifications of the position. Diplomas or transcripts must show the applicant's major field of study. Copies and unofficial transcripts are acceptable. Proof of licenses, certifications and/or education must be submitted with each application. Proof of degree equivalency applicants who have obtained a degree from outside the United States of America are required to submit degree equivalence documentation from World Education Services, Inc. Mail or deliver documents to: ATTN: Office Assistant - Community Health Services Office of Human Resources Baltimore County Government 308 Allegheny Ave. Towson, MD 21204 You MUST attach your transcript(s), degree(s), license(s) and certification(s) to your application. Unofficial copies are acceptable.

Conditions Of Employment

The work of these positions is essentially sedentary, with occasional walking and/or lifting or other restricted physical activities. Applicants selected for employment with Baltimore County must successfully complete an employment investigation, including, but not limited to criminal background, education, and fingerprinting checks.

Employment Benefits

Baltimore County General Government offers the following benefits to full-time, merit or classified employees. Some benefits vary for sworn employees of the Police and Fire Departments. New employees are eligible for benefits upon hire, unless noted otherwise. Baltimore County is an equal opportunity employer and encourages minority, female and disabled applicants. All Baltimore County offices are smoke free. Baltimore County provides a drug free workplace. Prospective employees are required to submit to urinalysis drug testing as part of the pre-employment physical examination. Salary Annual Salary review - Step increases may be granted on anniversary date based on satisfactory job performance General Increases - Cost of living increases and adjustments may be granted as legislated. Longevity Increases - In accordance with the specific pay schedule, a full-time merit or classified employee may receive a longevity increase, equivalent to one step, upon completion of a certain number of years of classified service with the County. Employee Assistance Program Our Employee Assistance Program provides confidential and professional assessment and referral assistance for employees and eligible dependents in the household who are experiencing personal problems that may be affecting work performance, job satisfaction, or overall quality of life. Health Insurance Health Insurance benefits elected become effective the first day of the month following the date of hire if the employee has completed online enrollment prior to that date. New employees must enroll within thirty (30) calendar days of hire. Plans offered include: Medical, Prescription, Dental and Vision insurance. Flexible Spending Accounts Opportunity to set aside pre-tax dollars, through payroll deduction, for eligible unreimbursed medical care expenses and/or dependent care costs. Life Insurance Employees may elect basic term life insurance for themselves equal to one time the employee's annual salary, rounded to the next higher $1,000. Employees contribute a portion of the premium through monthly payroll deductions. The County also offers an Additional/Employee paid Life Insurance plan with coverage up to $100,000. Retirement Employees are required to participate in the Baltimore County Employees' Retirement System (ERS), with very limited exceptions. Paid Leave Paid benefits listed below vary depending upon the Classification. Sick Leave Vacation Leave Personal Leave Holidays Bereavement Leave Jury Leave Military Leave Baltimore County Employees Federal Credit Union Membership in Baltimore County Employees Federal Credit Union offers a full range of savings programs, loans, checking, direct deposit, payroll deduction, savings bonds, and other financial services. Direct Deposit Payroll through direct deposit to the financial institution selected by employee is required. Educational Assistance 70 to 80 percent tuition reimbursement following successful completion of pre-approved courses related to position. Amount of reimbursement and fiscal year dollar limitations vary with bargaining group. Deferred Compensation Nationwide Retirement Solutions offers a 457 retirement plan allowing for payroll contributions of tax deferred dollars to investment options of your choice. Disclaimer This is only a summary of benefits and policies in Baltimore County. Any benefit or policy may be changed at any time at the discretion of the administration. This summary does not constitute an express or implied contract, nor does it constitute a guarantee that your employment relationship will continue for any specified period of time or end only under certain conditions.