Job Description
About the job Administrative Assistant (Public Health)
An employee in this class may be responsible for typing correspondence and memos; greeting visitors; coordinating schedules and/or making reservations; maintaining calendars; ordering office supplies; and other administrative services as requested. Central to the performance of duties is the operation of a personal computer or other office device for the purpose of preparing a variety of letters, forms, documents or computer database entries. Responds to routine inquiries from colleagues and visitors requiring a basic understanding of company policies and procedures. Representative inquiries may involve providing and/or obtaining information related to record keeping, supplies, schedules or equipment. More complex inquiries are escalated to higher levels within or outside of the department. Maintains records and files related to the operations of the office to which assigned. Work requires a high degree of resourcefulness than an Office Specialist. Guidance is given on matters for which no precedent is available. An understanding of the content and substances of the organization's programs and operation is required.
Examples of Duties DUTIES AND RESPONSIBILITIES Essential Duties and Tasks - Complex operation of a computer to prepare correspondence, reports, forms etc. into final form.
- Performs complex manipulations of the data requiring thorough knowledge of the associated hardware and software utilized.
- Prepares narrative, statistical or tabular material.
- Prepares, edits or coordinates development of reports or other printed materials.
- Assists in the monitoring of the department or area budget.
- Provides training and guidance to lower level office support staff.
- Interprets policies, procedures and regulations for lower-level staff and members of the public.
- Resolves problems and questions by using and interpreting established policies and procedures.
- Communicated by phone, letter, memo or computer with other staff, agency clientele or members of the public.
RECRUITMENT STANDARDS Knowledge, Skills and Abilities - Thorough knowledge of office practices and procedures.
- Working knowledge of a variety of software packages.
- Basic knowledge of accounting practices and principles.
- Ability to key with accuracy at the speed required by the particular position.
- Ability to use judgement in organizing and establishing arrangement and format of materials.
- Ability to compose and gather a variety of materials independently.
- Ability to communicate effectively both orally and in writing.
- Ability to plan and organize work independently.
Typical Qualifications Minimum Qualifications Bachelor's degree from an accredited college or university; OR Associates degree; OR High School diploma or GED and one year of office support experience.
Supplemental Information Physical Demands Work is sedentary. Typically, the employee may sit comfortably to do the work. However, there may be some walking standing, bending, carrying of light items such as papers, books, small parts, driving an automobile or use of a PC or other devises to accomplish work objectives. No specific physical demands required. Mental demands and normal stress regarding achieving work deadlines are present.
Working Conditions - Environment: Work environment involves normal, everyday discomforts or unpleasantness. Work area has adequate light, heat and ventilation; environment is organized and stable.
- Hazards: Work presents no significant hazards to employees.
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