Administrative Assistant

Administrative Assistant

Working title: Administrative Assistant Environmental Health Services

Classification title: Administrative Assistant

Division: Public Health Services

Program: Environmental Health Services

Reports to: Program Director

FLSA status: Non-Exempt: Full Time

Schedule: Monday-Friday; 8am to 5pm

Wage Range: $19.21 to $23.48 hourly; depending on number of years of transferrable experience and internal equity

RiverStone Health:

Serving the Yellowstone County community and south-central Montana for over 50 years, RiverStone Health is an essential provider of personal and public health services. Health, Education, Leadership and Protection HELP is what we do. From medical, dental and behavioral healthcare; home care and hospice; public health services like immunizations, WIC, health promotion and restaurant inspections; and educating the next generation of health professionals, our expertise spans all ages and stages of life. Underlying principles of access, affordability, compassion and quality in all interactions, RiverStone Health improves life, health and safety for all of the communities we serve.

Division and Program Overview:

The Public Health Services Division implements community-wide efforts to prevent infectious diseases, improve health, prepare for public health emergencies and safeguard the food we eat and the air we breathe, making our whole community a safer and better place to live.

The Environmental Health Services (EHS) Programs ensure compliance with local, state and federal health laws for restaurants and other food service establishments day care centers, group homes, hotels/motels, septic systems, swimming pools and spas, tattoo and piercing establishments, trailer courts, campgrounds, subdivision of land and monitors air quality.

Job Summary:

The Administrative Assistant in Environmental Health Services coordinates and oversees daily administrative program functions. Provides exemplary customer service over the phone and in person. Performs administrative functions such as data entry, drafting correspondence, scheduling appointments, organizing and maintaining paper and electronic files, providing information to callers and other general office support in a team environment.

Essential Functions/Major Duties and Responsibilities:

A. Administrative Duties 60%

• Address client needs and problems in a courteous, confident manner that models exemplary customer service via phone and in person.
• Answer phones and give information to callers, take messages, or transfer calls to appropriate individuals.
• Handle concerns and complaints as per program requirements.
• Gather applicable information to determine program eligibility.
• Administer program policies and procedures.
• Follow up with others to ensure clients' needs and services are met.
• Prepare correspondence notices.
• Input data into various databases and prepare reports as needed.
• Order applicable inventory and equipment.
• Provide general office support.
• Maintain knowledge of program changes including state and federal rules and regulations.
• Maintain proactive communication with immediate supervisor and co-workers and to prevent or circumvent work problems.
• Participate in and suggest quality improvement and quality assurance ideas.
• Attend staff meetings and take minutes when required.

B. Environmental Health Program Duties 35%

• Review and maintain inspection data.
• Assist in establishment licensing.
• Act as the support contact for Environmental Health Services educational programs.
• Maintain and track receipts and expenditures in petty cash account.
• Generate invoices and track and receive payments in an electronic account system.
• Develop and maintain sanitarian on-call schedule.
• Enter inspections into State database.
• Prepare and enter data accurately using the computer and various database systems to ensure completion of assigned tasks.
• Manage time sensitive projects and meet deadlines in an accurate manner.
• Order supplies as needed.
• Serve as secondary county registrar for vital records when primary registrar is unavailable.
• Prepare and coordinate special projects under the direction of supervisor.
• Greet, escort, and support visitors to Environmental Health Services in a timely, responsive manner.

Non-Essential Functions ?5%

• Perform other duties assigned in support of RiverStone Health Mission and Values.

Education and Experience:

Minimum Qualifications:

• High school diploma or equivalent
• Customer service experience
• Data entry and Microsoft Office Suite experience
• Any combination of experience and training which provide the equivalent scope of knowledge, skills, and abilities necessary to perform the work.

Preferred Qualifications:

• Experience directly related to EHS programs.

Required Certificates, Licenses, Registrations:

• None

Knowledge, Skills, and Abilities:

• Computer literacy, in Microsoft Office Suite:
• Knowledge of modern office procedures, practices and equipment.
• Ability to maintain a calm and positive demeanor during difficult client interactions.
• Ability to display non-judgmental and empathetic listening skills.
• High degree of detail-oriented skill level.
• Knowledge and understanding of protected sensitive patient health information (HIPAA) and confidentiality.
• Ability to work collaboratively and maintain a positive work environment.
• Ability to communicate clearly and effectively with supervisors, co-workers and customers.
• Ability to prioritize and perform a wide range of tasks under pressure of continuous interruptions.
• Ability to perform job duties with integrity and innovation to ensure completion and a high level of quality.
• Ability to understand and adhere to required administrative policies and procedures.

Customer Service Excellence:

• Doing things right the first time
• Making people feel welcome
• Showing respect for each customer
• Anticipating customer needs and concerns
• Keeping customers informed
• Helping and going the extra mile
• Responding quickly
• Protecting privacy and confidentiality
• Demonstrating proper telephone etiquette
• Taking responsibility for handling complaints
• Being professional
• Taking ownership of your attitude toward Service Excellence.

Supervision:

• None

Physical Demands and Working Conditions:

• Work is mainly performed in a office setting on a computer for up to 8 hours per day.
• Requires frequent standing, sitting, and walking indoors to support office operations.
• Responsible for performing a wide variety of tasks under the pressure of continuous interruption.
• Create and maintain a safe/secure working environment by adhering to safety, security, and health requirements. Integrates injury, illness, and loss prevention into job activities by attending any necessary training and implementing best practices.

Freedom to Act & Decision Making:

• Work is structured by regulations and established office procedures.
• Decisions directly affect the quality of services provided to the public.

Communications & Networking:

• Involves regular contact with the public and businesses to explain, defend, and enforce public health regulations. May involve contact with upset or unreasonable individuals. Responds to citizens' questions, complaints, and comments in a courteous, professional, and timely manner.
• Communicates and coordinates regularly with appropriate others to maximize the effectiveness and efficiency of interdepartmental operations and activities
• Work directly with other team members to provide quality customer service for patients and customers.
• Budget & Resource Management: Manages assigned resources including the supplies, equipment and other resources necessary to perform the work.

Qualifications

Behaviors

Preferred

Enthusiastic:

Shows intense and eager enjoyment and interest