Administrative Assistant III

Provides administrative support to the Health Department's Long-Term Care Program, Adult Day Health Care Program, AIDS Drug Assistance Program (ADAP), Hepitatis C Program, and Turberculosis Program. Adheres to day-to-day office policies and procedures to ensure efficient and effective team operations. Tracks program information using available information management systems and develops complex spreadsheets as requested. Prepares and types various reports, PowerPoint presentations, tables, memoranda, letters, and minutes. Gathers, compiles, and maintains monthly and annual program statistics. Provides administrative support to a variety of critical program functions and special projects as needed. Serves as database administrator and performs database management. Serves as program records manager and archives files as needed. Updates and maintains critical Health Department information. Ensures office equipment is functioning. Obtains service as needed. Inventories and orders office supplies. Coordinates audio visual training equipment for program meetings and trainings. Schedules appointments. Provides customer service, greets visitors, and refers calls. Works with the Health Department administrative assistant team and serves as back-up to other programs. Performs general office duties.

NOTE: Starting salary for external appointee will only go to midpoint.

General Financial Duties

• Uses spreadsheets or databases to organize information and produce standard reports;

• Gathers data for use by others in preparing budget;

• Verifies requests for goods and services against county contracts and funding sources;
• Orders goods or services and follows up/resolves discrepancies and ensures delivery;
• Authorizes requests for goods and services in corporate systems;
• Ensures appropriate routing and approval of purchase requests.

• Maintains calendar(s);
• Schedules meetings;
• Makes and cancels appointments;
• Schedules rooms for classes, meetings, conferences, etc.;
• Coordinates audiovisual, training equipment, refreshment requests;
• Set up schedules for internal administrative staff to insure that they are available to meet changing work needs.

• Composes routine correspondence on behalf of the executive/work unit head.

• Provides administrative support and implements procedures;
• Trains and orients new employees;
• Provides and explains relevant policies and procedures.

• Composes routine correspondence on behalf of the executive/work unit head.
• Receptionist/Public Contact
• Schedule appointments;
• Explains departmental policy/procedure but does not interpret them;
• Responds to inquiries that require referencing a variety of sources and utilizing
• knowledge of the department/county operations.
• Word Processing/Typing
• Keys/types complex documents (e.g., technical);
• Proofs spelling and grammar;
• Uses multiple software packages to prepare equations, statistics, tables and/or presentations;
• Compiles reports from edited drafts;
• Uses macros and templates developed by others.

• Performs data entry with some knowledge of department/work unit/program;
• Manipulates screens for additional entries;
• Generates routine reports;
• Creates simple spreadsheets;
• Maintains databases.

• Compiles routine factual/numerical reports using readily available information.

• Knowledge of standard rules and interpretations within own functional area and a working knowledge of established methods and procedures used in related areas;
• Significant nonstandard skill/knowledge is required involving production of an end product such as a report.

• Basic skills in the use of Microsoft Word.

• Basic math skills.

• Basic skills in the use of applicable Microsoft Office Suite software.

• Ability to write simple documents.

• Ability to process and integrate complex data.

• Ability to establish and maintain effective working relationships with both external and internal contacts.

Any combination of education, experience and training equivalent to high school graduation and two years of experience providing administrative support in the assigned functional area(s).

SPECIAL REQUIREMENTS:
The appointee to this position will be required to complete a criminal background check to the satisfaction or the employer.

PREFERRED QUALIFICATIONS: 
The ideal candidate will have strong Microsoft Office Suite computer software skills.  Experience with database maintenance and records management.  Self-motivated; a team player, highly organized; able to multi-task; with excellent verbal and written communication skills.  A high level of integrity and discretion in handling confidential information and professionalism in dealing with customers is necessary.  Position requires the ability to work independently and exercise good judgment.

PHYSICAL REQUIREMENTS:
Employee may be required to lift up to 15 pounds.

SELECTION PROCEDURE:
Panel interview.