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 Lead, Manager, or Director

FLSA status:
Non-Exempt:
Full Time

Schedule:

Monday-Friday; 8am to 5pm

Wage Range: $18.15 to $21.74 hourly; depending on number of years of transferrable experience and internal equity

River Stone Health:
Serving the Yellowstone County community and south-central Montana for over 50 years, River Stone 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, River Stone 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:

• 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…