Administrative Assistant - Health Services

Position will be open until filled.

GENERAL PURPOSE: Provides skilled secretarial support to assigned management personnel; coordinates administrative operations for area of assignment; prepares and processes various types of correspondence, reports, and other documentation; maintains departmental records and files; conducts a variety of general accounting tasks; and performs other related duties as assigned.

Primary Duties And Responsibilities

• Collects, processes, and distributes incoming and outgoing departmental mail.
• Prepares, processes, copies, files, and distributes correspondence, memorandum, or other types of documentation; designs and produces forms, brochures, announcements, bulletins, and/or banners.
• Provides information and assistance to the public; responds to inquiries regarding departmental operations, policies, programs, events, and/or services; receives public complaints.
• Answers, screens, and directs incoming calls; documents and distributes phone messages.
• Balances and maintains assigned checking accounts; prepares bank deposits; maintains petty cash and/or assigned cash drawer.
• May be required to assist with local health department Public Health Preparedness response for efforts in support of community-based mitigation strategies and/or other emergency response activities.
• May provide training and/or supervise the work activities of assigned personnel.
• Performs data entry; updates and maintains departmental records, files, filing systems, and databases; coordinates and schedules the transfer, archiving, and destruction of records as assigned.
• Processes accounts payable and/or receivable; submits payroll, purchase orders, and requisitions; assists in the preparation of departmental budgets.
• Provides skilled administrative support to a manager and/or other departmental personnel.
• Regular and timely attendance is required.
• Hours: part-time 20 hours per week (flexible)
• Coordinates departmental clerical operations for area of assignment.
• Schedules and coordinates the maintenance and repair of departmental equipment and facilities.
• Greets and directs visitors to appropriate City departments and/or personnel.
• Compiles and/or analyzes data; prepares, generates, and/or submits various types of reports as required by City departments and outside agencies.
• Updates and maintains departmental calendars; schedules and coordinates meetings, appointments, training courses, and/or other functions; organizes travel arrangements.
• Coordinates the ordering of departmental supplies and equipment; monitors and maintains supply inventories; obtains vendor quotes and bids as required.
• Performs other routine and/or specialized duties relative to area of assignment as required.
• Other duties as assigned.

Minimum Qualifications

Education and Experience:

High School Diploma or equivalent; AND two years experience as an administrative assistant, preferably in a public health environment; OR an equivalent combination of education and experience.

Required Licenses Or Certifications

• Must possess a valid Texas Driver's License.
• Applicants with an out-of-state driver license must provide an original certified driving record from the state of driving licensure.

Required Knowledge Of

• Customer service standards and protocol.
• Basic accounting and bookkeeping principles.
• Records management principles and standards.
• Principles and practices of office administration.
• General office equipment and standard computer software applications.
• Regulations governing departmental activities.

Required Skill In

• Providing skilled secretarial support to management and/or other departmental personnel.
• Preparing and processing various types of correspondence and other documentation.
• Updating and maintaining departmental records, filing systems, and databases.
• Establishing and maintaining cooperative working relationships with other staff, City departments, outside agencies, community organizations, contractors, vendors, and the public.
• Performing a variety of general accounting duties.
• Coordinating clerical operations and activities for area of assignment.

Physical Demands / Work Environment

• Exposure to potentially irate members of the public and infectious diseases is involved.
• Work is performed in a standard office environment.
• Subject to sitting for extended periods of time, standing, walking, bending, reaching, and lifting objects up to 25 pounds.

Job postings may be withdrawn at any time at direction of the City Manager.