Office Assistant- Health & Human Services

Administrative Assistant

Under general supervision of the Director of Health and Human Services, responsible for the provision of administrative duties for the Department of Health and Human Services, including customer service, providing logistical scheduling support to staff and bookkeeping functions. Provide comprehensive administrative support for the Department; provide support to the Board of Health.

Responsibilities

Provide assistance to internal and external customers of the Department. Greet visitors, answer phones, explain office procedures and respond to questions within level of expertise and authorization, referring more complex issues to other resources. Issues may include:

• Explanation of division policies, regulations, and office procedures, including restrictions or requirements that apply in individual situations.
• Process permits issued by the Department and Board of Health via the online permitting software; review for completeness applications, and process new or renewal permits and licenses under the jurisdiction of the division, including food establishment, pools, animals, septic systems, etc.
• Process septic/sewer plans of individual homes or subdivisions. Prepare files for review by designated individuals, including creating file, posting payments and forwarding review sheets.

Provide administrative services to the Board of Health and all Department personnel. Draft and type correspondence, reports and other documents using typical office software; screen and route calls and take and transmit messages; sort and screen mail; prepare agenda and other materials for meetings; schedule appointments; photocopy and fax materials; establish and maintain physical and electronic files.

Assist in completing local, state, and federal activity reports as required.

Assist in processing Burial Permits and all actions relative thereto.

Assist in updating the Town's website, Board of Health and Department pages

Administer the Department social media outlets, updating content as appropriate.

Administer the Department's permitting software application.

Understand confidentiality requirements and maintain that confidentiality while receiving reports of communicable disease and animal bites. Coordinate animal bite reports with the Animal Control Officer.

Assist in advertising Department activities, including health clinics, and scheduling appointments for clinics as needed.

Attend Board of Health monthly meetings; develop and post agenda, configure hybrid technology, take and transcribe minutes.

Perform special projects as directed.

Respond to public record requests within level of expertise.

Perform related duties as required.

Qualifications

Skills, Knowledge and Abilities

• Knowledge of standard office procedures, practices, forms and equipment; dexterity and accuracy in operating standard office equipment.
• Ability to prepare routine to complex correspondence and reports utilizing computerized office applications.
• Ability to understand, learn, interpret and explain policies and procedures, and to apply such guidelines appropriately to different situations.
• Ability to learn and operate computer and web based systems.
• Ability to interact effectively and pleasantly with a wide variety of individuals including management personnel, other department staff, outside professionals and members of the public.
• Ability to communicate clearly and concisely with others, both verbally and in writing.
• Ability to understand, select and perform basic mathematical calculations, efficiently and accurately.
• Ability to perform multiple tasks and deal effectively with interruptions.
• Ability to perform detailed work accurately and with strict deadlines.
• Ability to take and prepare accurate minutes of meetings.
• Ability to utilize and operate computerized information systems (databases).

Education and Experience Duties require two years of business school with knowledge of office administration, financial record keeping and automated office systems and procedures; 3 years of related experience; or any equivalent combination of education and experience. Must have experience with common social media platforms.

Supplemental Information

Supervisory Responsibility None

Physical Elements

• Normal office environments, not subject to extremes in noise, temperature, odors, etc.
• Intermittent moving around to assist customers or other staff members.
• Frequent interruptions to assist customers in the office or on the phone.
• May spend extended periods at terminal, on telephone, or operating other office machines, requiring eye - hand coordination and finger dexterity.
• Regular lifting and carrying of files, documents, records, etc.
• Requires attendance at evening meetings as scheduled.

FLSA Status: Non-exempt

Grade: IE-14

Standard Work Week: 36.25 hours

Job Code: 6250

Risk Code: 8810

Town of Andover Classification Review Revised December 3, 1998; June 27, 2005; April 10, 2020