Office Assistant

Job Role Summary

The Administrative Assistant plays a vital role in supporting the daily operations of the department by providing high-quality customer service, managing licensing and permit processes, and ensuring accurate data entry. This position serves as the first point of contact for walk-in clients and public inquiries, offering professional and courteous assistance while efficiently directing requests to appropriate staff. The Administrative Assistant is responsible for processing applications and payments, maintaining organized records, and entering service requests into departmental systems.

The ideal candidate will demonstrate strong organizational skills, attention to detail, and the ability to manage multiple tasks in a fast-paced environment. This position is essential to maintaining smooth internal operations and delivering responsive public service aligned with the department’s mission and goals.

• Describe environmental factors that affect the health of a community and individuals
• Effectively communicate with internal and external audiences and facilitate communication among individuals, groups, and organizations
• Determine effective communication strategies for target audiences and respond to information, misinformation, and disinformation
• Recognize the diversity and vulnerability of individuals and populations
• Apply principles of ethics, diversity, equity, inclusion, and environmental justice to reduce systemic and structural barriers that perpetuate health inequities
• Apply critical thinking and public health science in delivering the 10 Essential Public Health Services

Customer Service and Reception 40%

• Serve as the receptionist for walk-in clients, directing them to appropriate staff or addressing their requests.
• Answer telephone and email inquiries, responding to public requests for information and directing calls as necessary.

Licensing/Permits and Reporting Management 40%

• Processing licensing applications, permits and payments in accordance with departmental guidelines.
• Prepare and distribute licensing applications and outstanding invoices.
• Accurately enter service requests and complaints into data management software.
• Maintain an organized filing system, processing and filing records as per standard operating guidelines.

Documentation and Data Entry 20%

• Search and prepare departmental documents requested under the Freedom of Information Act (FOIA).
• Prepare documents for scanning and attachment into the department’s software system.
• Enter data as needed into data management software.

• Provide administrative support and back-up assistance within the department or Bureau as needed.
• Participate in a minimum of two community engagement events annually, totaling at least eight (8) hours.
• Participate in public health emergency preparedness and response activities
• Serve on designated committees and work groups as assigned.
• Perform other duties as assigned to support departmental goals and public health initiatives.

• High school diploma or equivalent
• 1-3 years of previous experience as an Office Assistant or administrative assistant and/or associate’s degrees in business with no years of experience
• Excellent written and verbal communication skills with internal and external customers

• Good critical thinking and decision-making abilities.
• Proficiency in Microsoft Office software.
• Good written and verbal communication skills.
• Standard office environment
• Sitting for long periods of time
• Continuous use of hands on the computer keyboard
• Long periods of viewing the computer monitor
• May encounter irate, difficult or uncooperative individuals

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or veteran status.