Administrative Assistant Senior, Health

Job Requirements

Administrative Assistant Senior reporting to the Public Health Nurse Supervisor. Responsibilities include higher-level office administration and customer service for the Bright Family Beginnings team.

• Compile and prepare a variety of reports and records.
• Draft letters, reports, contracts, meeting minutes, mortgage papers, and other documents.
• Uphold P-card registrations, supply ordering, and Finance policies.
• Maintain, add, balance, and reconcile data in spreadsheets.
• Operate office machinery, including fax, photocopier, printer, computer terminal, typewriter, and multi-line phone system.
• Seek quality improvement opportunities to enhance diversity, equity, and inclusion of policies.
• Work cooperatively with staff to execute projects according to program plans, protocols, and timelines.
• Perform general clerical functions: organize forms, program materials, and educational handouts; photocopy; file; answer phone calls; schedule appointments; keep an electronic calendar; handle general e‑mail correspondence.
• Participate in the broader divisional orientation, training, and staff development functions.
• Ensure adherence and compliance with the policies and procedures of HIPAA regarding protected health information.
• Keep inventory of supplies for staff and families, including ordering program supplies, client flex fund items, and managing pricing and storage of items.
• Coordinate with various outside organizations, translation services, and other staff for outreach events and training programs.
• Assist the public and clients requesting information or services via phone, e‑mail, and web forms.
• Answer questions regarding programs and provide forms, applications, and other information.
• Participate in community outreach activities such as distributing program brochures, retrieving client referrals, and assisting with mobile clinics.
• Perform other duties as required or assigned, including a 24/7 response during a public health emergency.
• Perform light physical duties up to 25 pounds occasionally and up to 10 pounds frequently; this may involve interacting outside the office at client homes or other local partners.

• Previous work experience as an office assistant or a similar position.
• Bilingual proficiency (English and Spanish) preferred.
• Knowledge of basic marketing and social media usage and implementation.
• Understanding of governmental department/division work and activities.
• Knowledge of policies and procedures specific to public health, County divisions, and county resources.
• Strong organizational and multi‑tasking skills with multiple daily distractions.
• Accurate and efficient typing for data entry and drafting professional correspondence and reports.
• Critical thinking, systems thinking, analytical and problem‑solving abilities, and sound judgment.
• Strong oral and written communication skills.
• Proficiency with Microsoft Office, including Word, Excel, Outlook, Access, and Teams; basic internet and computer usage.
• Ability to interact sensitively with persons from diverse cultural, socioeconomic, educational, racial, ethnic, professional, and gender backgrounds, as well as individuals of all ages, gender identities, sexual orientations, and lifestyles.
• Effectively plan, organize, and manage competing priorities and challenges under pressure.
• Engage, establish, and maintain collaborative partnerships with multi‑cultural/multi‑disciplinary staff, management, community partners, and the public.
• Maintain confidentiality and serve the public with honesty and integrity.
• Operate with a high degree of flexibility, initiative, attention to detail, and commitment.
• Thrive in a fast‑paced, robust organization.
• Remain professional and courteous at all times, especially in high‑pressure situations.
• Effectively work in a team environment that promotes customer satisfaction and independently meet deadlines.
• Work respectfully in a diverse and inclusive environment.

Typical workplace activities include: sitting or standing for long periods, typing, and handling documents. The position may involve lifting up to 25 pounds occasionally and up to 10 pounds frequently, as well as walking and reaching. Light physical demands may be required, such as exerting up to 25 pounds occasionally, up to 10 pounds frequently, and interacting outside the office at client homes or other local partners, which may include stairs.

Perform the essential functions of this job with reasonable accommodations for individuals with disabilities. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this position.