Administrative Assistant; HHSD

Summary

Under general supervision of the Business Supervisor, performs responsible office work involving a considerable degree of independent judgment and initiative. Performs related duties as required.

• Functions as Administrative Assistant to assigned staff members, providing administrative support and assistance, and coordinating as needed with other departmental staff.
• Performs office and clerical duties including preparing documents and correspondence such as typing, transcribing dictation, reports, letters, memos, forms, court reports, progress reports, agendas, and minutes; photocopies documents; files confidential and sensitive information; maintains client charts; and schedules and cancels appointments for staff as requested.
• Functions as receptionist for the Health and Human Services Department.
• Processes release of information requests.
• Processes all incoming and outgoing departmental mail.
• Coordinates timecard collection and control for the department.
• Coordinates weekly Clinical Director staffing, prepares staffing lists and documents, pulls client records, etc.
• Provides administrative support to the departmental psychiatrist and psychologist; transcribes dictation, prepares documents, pulls client records, coordinates office space, orders test materials, completes timecards, and other duties as assigned.
• Coordinates various health clinics by performing or assisting with duties such as arranging community sites, preparing news releases, preparing clinic schedules, sending reminder letters, assisting with telephone reminder calls, preparing individual charts, preparing and sending referral and follow‑up letters, and assisting at clinics as needed.
• Explains policies, procedures, and instructions in response to telephone or personal inquiries from clients, co‑workers, and the public; provides resource information and referral sources.
• Receives revenues and restitution, and maintains a variety of complex records which may include bookkeeping accounts and client statistics.
• Assists in the development of departmental regulations and procedures; maintains position procedures manual.
• Prepares and maintains all Community Services client records, documents clients in appointment book, and assists staff in the utilization of the Community Services file room.
• Maintains office, program and medical supplies, educational materials, and forms; processes requisitions and purchase orders.
• Catalogues and indexes all Public Health educational materials.
• Inventories, distributes, maintains, and establishes recall system for Home Health care loan closet equipment.
• Develops print‑ready brochures, forms, and educational materials.

It is unlikely an employee will perform all the duties listed on a regular basis, nor is the list exhaustive in the sense it covers all the duties an employee may be required to perform. The examples are merely indicative, not restrictive.

This job has no supervisory responsibilities.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Graduation from high school, including or supplemented by commercial subjects; one to two years experience in performing secretarial and general work of a progressively responsible and difficult nature; or an equivalent combination of education and experience.

Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or employees of the County.

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.

Ability to apply common…