What are the responsibilities and job description for the Administrative Assistant position at Lubbock County?
Under supervision, the Administrative Assistant provides essential administrative and clerical support to the Chief Medical Examiner, Operations Manager, Forensic Pathologists, Death Investigators, and Autopsy Technicians. Serving as a forward-facing representative of the Lubbock County Medical Examiner’s Office, the Administrative Assistant is often the first point of contact for the general public, next of kin, and community stakeholders.
PHYSICAL DEMANDS: This role requires the ability to lift/carry up to 20 pounds and perform tasks involving visual acuity, speech, and hearing, as well as hand-eye coordination and manual dexterity necessary for operating basic office equipment, including computers. Work may involve standing, walking, sitting, repetitive motion, reaching, climbing stairs, bending, stooping, kneeling, crouching, pushing, pulling, and balancing to perform essential functions. Occasional rotation of the upper trunk and placement of arms at or above shoulder height may be required. Work is performed primarily in an office setting within a morgue environment. The role involves daily exposure to malodorous smells and sensitive information related to decedents. There is occasional interaction with clients or the public, requiring professionalism and emotional stability. The role also includes contact with biological materials and the potential for biohazard exposure. It demands sufficient physical strength and emotional resilience to maintain professionalism and composure under high-stress conditions.
DISCLAIMER: The above description reflects the details considered necessary to describe the standard functions of this position and should not be constructed as a thorough description of all work requirements. The characteristics of the work environment described are representative of those that an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- Perform general clerical duties, including answering phone calls, returning voicemails, handling cremation requests, processing hospice death notifications, and preparing death certificates for certifying.
- Serve as the Records Custodian, ensuring the proper release of documents to authorized agencies in compliance with office policies.
- Liaise with police departments, physicians, and other agencies to gather and document information relevant to death investigations.
- Communicate with next of kin regarding death investigation details and facilitate the proper release of remains.
- Prepare and mail correspondence to next of kin, including information on office protocols, funeral home selection, case completion, and records access.
- Coordinate with funeral homes and transport agencies to facilitate body releases.
- Assist in training new employees and orienting them to administrative processes.
- Deliver and retrieve documents to/from other departments as needed.
- Provide general administrative assistance to death investigators during the course of investigations.
- Respond to inquiries from next of kin and the general public about investigations via phone and in person.
- Consolidate and archive end-of-year forms for storage.
- Perform other duties as assigned by management.
Knowledge, Skills, And Abilities: Medical terminology and office procedures relevant to a Medical Examiner’s Office; Principles and procedures of record keeping, including handling sensitive and confidential documents; Departmental policies, procedures, and Standard Operating Procedures (SOPs); Modern office practices, clerical procedures, and customer service principles; Chain-of-custody techniques and proper handling of evidence or documentation associated with decedents; Computer systems and software, including word processing, databases, spreadsheets, and casework software English grammar, spelling, and punctuation for effective written communication; Basic safety protocols in morgue and administrative settings; Procedures for interacting with next of kin, law enforcement, and external agencies in a professional capacity; Maintaining accurate and organized records, including death certificates, investigative reports, and correspondence; Effectively utilizing computer systems and office equipment, including telephones, fax machines, copiers, and scanners; Communicating professionally and empathetically with next of kin, external agencies, and internal staff; Multitasking and prioritizing tasks in a fast-paced, high-stress environment; Preparing professional correspondence and documentation with minimal errors; Following up on tasks and ensuring deadlines are met; Handling confidential and sensitive information with discretion ; Effective verbal and written communication to support both internal operations and external inquiries.
PHYSICAL DEMANDS: This role requires the ability to lift/carry up to 20 pounds and perform tasks involving visual acuity, speech, and hearing, as well as hand-eye coordination and manual dexterity necessary for operating basic office equipment, including computers. Work may involve standing, walking, sitting, repetitive motion, reaching, climbing stairs, bending, stooping, kneeling, crouching, pushing, pulling, and balancing to perform essential functions. Occasional rotation of the upper trunk and placement of arms at or above shoulder height may be required. Work is performed primarily in an office setting within a morgue environment. The role involves daily exposure to malodorous smells and sensitive information related to decedents. There is occasional interaction with clients or the public, requiring professionalism and emotional stability. The role also includes contact with biological materials and the potential for biohazard exposure. It demands sufficient physical strength and emotional resilience to maintain professionalism and composure under high-stress conditions.
DISCLAIMER: The above description reflects the details considered necessary to describe the standard functions of this position and should not be constructed as a thorough description of all work requirements. The characteristics of the work environment described are representative of those that an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Equal Employment Employer: Lubbock County will not discriminate in our employment practices based on an applicant’s race, ethnicity, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, genetic information or status as a protected veteran.
Salary : $33,051 - $47,216
