Office Assistant - Community Health Services

Position Overview

Pay Schedule I, Grade 19, Regular

Schedule:

35 hours per week.

The Bureau of Environmental Services in the Department of Community Health Services seeks a qualified applicant for this position.

• Uses automated office systems, such as a computer, to prepare a variety of letters, memos, and other materials from draft or specific instructions.
• Selects the appropriate letter or memo format, proofreads and edits documents for grammar, punctuation, and spelling, and prepares documents for distribution or mail.
• Originates procedural correspondence such as form letters and routine notices to respond to requests for information or to begin office processes.
• Sets up and maintains office databases and files.
• Accesses databases to establish, retrieve, review, update, track, and revise a variety of office records.
• Performs queries and compiles routine reports from various data sources.
• Assembles data for inclusion in narrative and statistical reports.
• Creates and updates office spreadsheets.
• Establishes and maintains confidential files and records.
• Locates, extracts, and summarizes information from files for preparation of reports or to respond to inquiries, routine requests, or complaints.
• Determines release of information according to established procedures and confidentiality.
• Initiates the process of purging and updating files.
• Opens, dates stamps, and distributes incoming mail to appropriate staff.
• Tracks the handling of correspondence and/or written complaints to the time of completion.
• Ensures office responses are completed in a timely manner.
• Greets and directs clients and visitors.
• Responds to inquiries of a routine nature regarding County, department, and/or program policies in person, by telephone, or by regular or electronic mail.
• Collects information regarding more complex inquiries and refers to appropriate staff for follow-up as necessary.
• Maintains calendars, schedules appointments and meetings, and reserves meeting room facilities or space.
• Types, photocopies, and distributes meeting agendas and/or minutes.
• Prepares or assists in the preparation of personnel related documents and forms.
• Operates office machinery, such as photocopiers, calculators, telephones, scanners, and printers.

• Assists in the preparation of customer files and responds to inquiries related to health beneficiary programs and community resources.
• Understands and utilizes Workday to perform timekeeping, leave tracking, and other administrative duties.
• Maintains simple financial and statistical records.
• Reconciles account balances.
• May take verbatim notes or minutes.
• May lead and instruct others.
• Performs other related duties as required.

• Possession of a high school diploma or an appropriate equivalent.
• One (1) year typing, word processing, or secretarial experience.
• Additional experience as described in the essential duties may be substituted on a year-for-year basis for the required education, and vice versa.