Administrative Assistant - Public Health

Otter Tail County is accepting applications for a full-time Administrative Assistant position in the Public Health Department. This position is responsible for performing a wide range of standard, transferable and procedure based clerical and administrative duties for a program, team, or department. Responsibilities include filing and copying a variety of materials; entering and reconciling data; managing and releasing data to the public; typing; answering telephones; providing customer service; scheduling events and meetings; preparing meeting minutes and agendas; tracking work orders and related department activities; preparing travel arrangements; coordination special projects and performing support for various programs. Coordinates the flow of clients and public; determines client needs and direct clients to the appropriate staff. Responds to requests for information or questions by personal contact, phone, or e-mail. Provides clients with necessary applications, paperwork, and information; assists clients in completion of forms upon request. Provides information and referral to address customer needs including arranging for follow-up by other staff depending upon the topic to be addressed. Sorts, assigns and distributes incoming mail, electronic correspondence and faxes, processes outgoing mail. Maintains and updates records adhering to retention schedules, Develops, copies, files and revises paper and electronic forms. Reviews, redacts, and transcribes correspondence as requested in accordance with data privacy laws and standards. Receipts for items or money taken in at the front desk. Ensures that adequate office supplies, forms, and other specialized inventory remain in stock and reorders when necessary. Prepares various agency reports, lists packets and correspondence. Performs data entry into electronic information systems; opens and closes cases and files. Monitors status of office equipment and notifies supervisor if equipment needs repair; Manages shredding bins. Acts as a backup to office support staff across the Health & Wellness Service team. Provides coverage during breaks or days off. Assists in the training of new staff as requested. Establishes collaborative relationships, participates in the implementation of unit, agency and team goals, policies, and procedures. Administrative tasks. o Attend staff and supervisor/supervision meetings as scheduled. o Attend conferences as scheduled or agreed upon with supervisor. o Attend trainings as related to job responsibilities. o Complete documentation, agency timesheets, and employee records in a timely manner o Communicate schedule changes with supervisor. o Consistently keeps agency staff aware of availability. o Utilizes identified system(s) to document work. Adheres to general employment conditions such as personnel rules, work and safety rules, dress codes, etc. Regular attendance is required to perform the duties of this position. May work with programs involving partners from other agencies. May assist with duties and responsibilities as outlined in the County Emergency Operations Plan and Continuity of Operations Plan. Performs other duties as assigned. This position is regularly scheduled to work 40 hours per week, Monday-Friday, 8-4:30 p.m. The 2023 starting salary for this position is \$18.76 per hour, depending on qualifications, with career advancement to \$30.11 per hour. The selection process will include an online employment application and supplemental questionnaire. Semi-finalists will be invited to interview. Prior to hire, finalist will be required to pass a background investigation and reference check. A standard 12 month probationary period applies. How to Apply To apply for this position, go to: https://ottertailcounty.gov/. On-line applications are stored on a secure site. Only you and authorized employees of Otter Tail County have access to the information submitted. When filling out any employment application materials for Otter Tail Count , you must include your entire employment and education history. Failure to do so may render your application incomplete. Veterans Preference Eligible veterans as defined by Minnesota Statute 197.447 may claim Veterans Preference during the hiring process. A DD214 and any supporting documentation must be included with the employment application. Background Investigation All employment offers are contingent upon the applicant passing a background investigation which may include, but are not limited to, gathering information from the following sources: Bureau of Criminal Apprehension, other law enforcement agencies, court documents, educational institutions, previous employers, Minnesota Driver and Vehicle Services, military records, Immigration and Naturalization Services, and known associates of the applicant. Criminal convictions are not an automatic bar to employment. Each case is considered on its individual merits and the type of work sought. Making false statements or withholding information during the application or background investigation process will cause you to be barred from employment or removed from employment. Otter Tail County is a tobacco-free workplace. Otter Tail County does not discriminate on the basis of race, color, creed, religion, national origin, sex, marital status, status with regard to public assistance, disability, sexual orientation or age. Equal Opportunity * Affirmative Action Employer