What are the responsibilities and job description for the Administrative Assistant position at City of Bismarck?
Job Description
The Administrative Assistant provides comprehensive administrative support to the Public Health Director and Community Health Nurse Manager. This role involves a variety of clerical, administrative, and organizational tasks to ensure the efficient operation of the public health office, contributing to the overall effectiveness of public health initiatives and programs.
Examples of Duties
- Assists with the planning and coordination of public health programs, activities, and events.
- Facilitates internal and external communications, ensuring timely dissemination of information.
- Supports the preparation of grant applications, reports, and other documentation.
- Researches, gathers, and analyzes data, for reports and presentations.
- Prepares documents for commission and board of health meetings.
- Assists in maintaining compliance with local, state, and federal public health regulations.
- Ensures accurate and timely record-keeping for public health activities.
- Manages calendars, schedules appointments, and coordinates meetings.
- Prepares and distributes meeting agendas, takes minutes, and follows up on action items.
- Maintains and organizes office files, records, and documents, both physical and electronic.
- Orders and manages office supplies, ensuring availability of necessary materials.
- Drafts, proofreads, and edits correspondence, reports, and other documents as required.
- Assists with updates to the department website.
- Assists with medical billing activities for public health services.
- Handle confidential information with discretion.
- Participates in emergency preparedness and response activities, reports for special assignments during a public health emergency or disaster situation.
- Performs related duties as assigned.
Minimum Qualifications
High school diploma or equivalent required. Associate or bachelor’s degree in business administration, or related field preferred. Minimum of 2 years of administrative experience, preferably in a public health or healthcare setting. Possession of a valid driver’s license.
Supplemental Information
- Knowledge of computers and job-related software programs including proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
- Skill in prioritizing and organizing work with attention to detail.
- Strong interpersonal skills and the ability to work collaboratively with diverse teams.
- Knowledge of modern office practices and procedures.
- Knowledge of city and departmental policies and procedures.
- Knowledge of records management principles.
- Knowledge of customer service principles.
- Knowledge of medical billing policies and procedures.
- Skill in the provision of customer service.
- Skill in the maintenance of files and records.
- Skill in the use of such office equipment as a computer, scanner, fax machine, and copier.
- Skill in oral and written communication.
