Administrative Assistant - Food

Health Dept, 200 East Berry Street, Fort Wayne, Indiana, United States of America

Department:
Health – Food, Tattoo, Pollution, Lead, Lodging, Swimming Pools FLSA Status:
Non-Exempt

Classification/Level: Office B3 Date Last Reviewed: 02/25

Under the direction of the Director of Food and Consumer Protection Services, the Administrative Assistant performs a range of clerical, data entry, and receptionist duties
, while providing essential support to various divisions within the Health Department.
Customer service is the core focus of this role, requiring constant interaction with the public and staff to address inquiries, process requests, and ensure departmental needs are met. This position is covered by due process as defined by The Board of Commissioners of the County of Allen Employee Handbook.

• Receives and responds to questions and complaints from the general public either through a multi-line telephone or in person regarding all areas of the Health Department. Provides excellent customer service to the public by informing, educating and answering their questions/concerns and meeting their needs regarding departmental policies and procedures. Takes complaints, enters them into various records systems and ensures appropriate assignment to other personnel for follow-up.
• Assists members of the public and other agencies with information related to internal ordinance requirements, requirements pertaining to soil testing reports, onsite sewage system permits, water and air pollution concerns and testing, swimming pools, tattoo/body piercing facilities, food establishments, lodging facilities and childhood lead issues. This position will be cross-trained in all support areas needed and work in each division’s topic matter will be assigned among staff as needed.
• Receives and reviews various applications, plans, fees, and other documents for accuracy and completeness and forwards to the appropriate division as directed for additional processing and review. Generates receipts for payments, enters information in software platform, and assists with daily monetary balancing and other reporting.
• Assists clients through the permitting process for various ordinance requirements such as food establishments, lodging facilities, tattoo/body piercing, septic systems and swimming pools - all of which requires a great deal of accuracy and detailed data entry.
• Assembles various inspection reports, documents, test reports and other paperwork as needed in response to public records request needs.
• Maintains and continually updates a large variety of records/files such as permits, inspections reports, permit renewals, receipts, and many other Departmental documents and information. This may include special assignments related to scanning, purging and maintaining records in various methods/media. Trains on and assists department personnel in using filing/records system(s) as needed to ensure efficient retrieval of records.
• Responsible for maintaining, scanning, indexing, and continually updating the electronic and hard copy filing system(s) for all Indiana Department of Environmental Management (IDEM)-related public records.
• Fulfills Phase 1 environmental records assessment requests from the public and business professionals.
• Processes incoming and outgoing mail, transports mail to various areas when needed, and distributes mail and packages to personnel as appropriate.
• Prepares and creates a variety of departmental correspondence, permits, and reports including creating and updating database files, and researching and gathering information for monthly and annual division reports and permitting needs.
• Assists with packaging items as directed for outreach distribution and assists other departmental staff as needed including working on a variety of special projects.
• Performs all other duties as assigned, including overtime as required.

• High School Diploma or GED required
• Minimum of one year of clerical and/or customer service experience in an office or public-facing environment
• Excellent customer service skills, including the ability to…