What are the responsibilities and job description for the Administrative Aide - Health Division position at City of Mesquite?
Salary: $20.00/hr. minimum
To provide a wide variety of highly responsible and complex clerical and secretarial duties; to provide professional, effective and efficient public service assistance to the general public, elected officials, and City personnel; and to provide highly responsible secretarial support to division heads and other upper-level administrative staff as back up for the department’s Administrative Aide.
SUPERVISION
General supervision is provided by the Health Official.
Applicants with disabilities meeting the job requirements and capable of performing the essential functions of the job, either on their own or with reasonable accommodations, are encouraged to apply.
To provide a wide variety of highly responsible and complex clerical and secretarial duties; to provide professional, effective and efficient public service assistance to the general public, elected officials, and City personnel; and to provide highly responsible secretarial support to division heads and other upper-level administrative staff as back up for the department’s Administrative Aide.
SUPERVISION
General supervision is provided by the Health Official.
- All behaviors comply with the Code of Conduct and Rules of Behavior outlined in chapter 8 of the General Government Policies and Procedures Manual.
- Provide clerical, secretarial and high-level administrative support as assigned to designated Department managers and the Health Official as assigned to assist in the completion of their duties and responsibilities.
- Process payments received via mail and walk-in customers and writing payment vouchers when required.
- Assist the Health Official, Health Inspectors or other personnel with scheduling of various inspections and meetings.
- Receive, respond and resolve routine submission questions and concerns from private development owners and applicants during the development review process via phone call, email, walk-in visits and meetings.
- Enter vector spray maps and larvacide treatment information into database in timely manner to ensure files are up to date and accurate per Texas State guidelines.
- Compose, prepare and review a variety of memorandums, correspondence, reports, public notices and documents as assigned; complete various forms; prepare and distribute reports for review and use; prepare and maintain a variety of forms used by assigned department or divisions; photocopy reports and other documents as necessary.
- Answer questions and provide information to the public on operations of the Health Division; receive and respond to citizen and client complaints and questions and/or refer to appropriate department staff member for resolution.
- Prepare and maintain a variety of complex files and filing systems including food inspection database, software and personal computer files; prepare, maintain and update various records including an assortment of permits, inspections, food handlers information and managers certification, research and verify information as needed.
- Input and process all types of permits and complaints within the current Health software system.
- Process various types of permits, inspections and applications in a timely manner according to the City's and Department's rules on submittals, performance, project and permit vesting.
- Screen and direct calls and visitors as appropriate; provide customers with information including fees and suggesting types of applications needed, including pertinent federal, state and local laws, codes and regulations, particularly those applicable to Health.
- Schedule travel arrangements, reservations, daily operations or meetings as assigned.
- May prepare payment reimbursement vouchers; process, track and monitor procurement actions through the City's MUNIS financial software and the Health permitting software packages; and review invoices for accuracy and process in MUNIS system.
- Order and maintain office supplies and associated materials.
- Process Payroll for assigned divisions.
- Update Health Division website in consultation with the Health Official and authorized Department webmaster.
- Distribute court documents and ensure inspectors are prepared for court date; enter citations into database and forward to courts department for processing.
- Prepare open records requests; maintain records, prepare records for destruction per Texas State Library retention schedules.
- Responsible for permit renewal reminders and clients contacts regarding past due accounts.
- Maintain all Standard Operating Procedures for the Health Division; keeping the Health Official and Director informed of all modifications to such procedures.
- Participate in annual department budget preparation, including research and assembly of information for several divisions within the Planning and Development Services Department.
- High School Diploma or GED.
- Two years of progressively responsible secretarial and clerical experience.
- One year of experience in municipal or other similar services.
- Ability to type 45 wpm.
- Possession of a valid driver's license.
- Monday - Friday from 8:00 a.m. - 5:00 p.m.
Applicants with disabilities meeting the job requirements and capable of performing the essential functions of the job, either on their own or with reasonable accommodations, are encouraged to apply.
Salary : $20
