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 to prepare letters, memos, and other material.
• Selecting appropriate formats, proofreading, and editing documents.
• Originating procedural correspondence.
• Setting up and maintaining office databases and files.
• Accessing databases to establish, retrieve, review, update, track, and revise 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.
• 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.
• Tracking the handling of correspondence and/or written complaints.
• Ensuring office responses are completed in a timely manner.
• Greeting and directing clients and visitors.
• Responding to inquiries regarding County, department, and/or program policies.
• Maintaining calendars, scheduling appointments and meetings, and reserving meeting room facilities.
• Typing, photocopying, and distributing meeting agendas and/or minutes.
• Preparing or assisting in the preparation of personnel related documents and forms.
• Operating office machinery.

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 for timekeeping and leave tracking and other administrative duties.
• Maintaining simple financial and statistical records.
• Reconciling account balances.
• Taking verbatim notes or minutes.
• Leading and instructing others.
• Performing 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 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 are required to meet the required and preferred qualifications of the position. Proof of degree equivalency is required for applicants who have obtained a degree from outside the United States of America.

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 must successfully complete an employment background investigation, including criminal background, education, and fingerprinting checks.