Administrative Assistant (HHSD)

Job Requirements

Essential Duties and Responsibilities include the following. Other duties may be assigned.

• Prepares documents and correspondence including typing and/or transcribing dictation, reports, letters, memos, forms, court reports, progress reports, agendas, and minutes.
• Photocopies documents.
• Films confidential and sensitive information.
• Maintains client charts.
• Schedules and cancels appointments for staff as requested.
• Functions as receptionist for Health and Human Services Department.
• Processes release of information requests.
• Processes all incoming and outgoing departmental mail.
• Captures timecard collection and control for the department.
• Captures 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.
• Collaborates with various health clinics by performing or assisting with the following duties including, but not limited to: arranges community sites, prepares news releases, prepares clinic schedule, sends reminder letters, and assists with telephone reminder calls, prepares individual charts, prepares, and sends referral and follow-up letters, and assists 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.
• Receipts revenues and restitution, and maintains a variety of complex records which may include bookkeeping accounts and client statistics.
• Aids in the development of departmental regulations and procedures.
• Manages and assists staff in the utilization of the Community Services file room.
• Maintains office, program and medical supplies, educational materials, and forms; and 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.

Other Experience and Qualifications

Knowledge of modern office practices, procedures, and equipment.

Ability to learn departmental programs, operations, and policies with respect to general functions performed.

Knowledge of business English, spelling, composition, medical/psychiatric and legal terminology.

Ability to perform a variety of complex clerical tasks.

Ability to establish and maintain effective public and working relationships.

Ability to maintain client confidentiality.

Application Instructions

To apply, complete required online application. Applications accepted until position filled.