What are the responsibilities and job description for the Administrative Assistant/Fiscal Clerk position at Portsmouth City Health Department?
Under the direction of the Air Division Director, provides administrative and fiscal support for the division. Performs duties in alignment with the mission, purpose, and goals of the Portsmouth City Health Department (PCHD).
Essential Duties and Responsibilities:
(25%) Administrative Support and Complaint Management
- Answers telephones, logs complaints, and updates complaint outcomes.
- Assists with the preparation of the Air Division section of the PCHD Annual Report, the ODH Annual Financial Report, and the Schedule of Federal Awards.
- Provides clerical support, including printing, copying, scanning, emailing Notices of Violation and Anti-Tampering letters, and uploading documents to Citrix.
- Processes Open Burn Permission requests and reviews Open Burning Notifications for accuracy.
- Reviews and routes incoming mail.
(25%) Fiscal and Records Management
- Maintains ledgers for expenses, revenue, and purchase orders.
- Reconciles monthly expense and revenue ledgers with the Auditor’s reports.
- Archives contractual and fiscal files/vouchers to ensure readiness for audits.
- Maintains inventory records for Air Division equipment.
- Provides documentation and background information to third-party contractors during Title V audits.
(20%) Budget Development and Reporting
- Develops Core, Enforcement, Carryover (when applicable), and PM2.5 budgets.
- Submits quarterly and close-out expense reports, along with budget revisions, as needed.
- Uploads quarterly reports to the Ohio EPA SharePoint site.
- Prepares itemized calendar-year City budgets for the Air Division and submits appropriation and revenue requests to the City Auditor.
- Completes contract exhibits and reviews amendments for accuracy.
- Verifies receipt of correct PTI, Title V, asbestos, and synthetic minor fees.
(20%) Payment Processing and Revenue Management
- Manages payment of all Air Division invoices.
- Types and records encumbrances and vouchers, and creates and processes purchase orders.
- Deposits online grant payments, industrial fees, and other grant revenue.
(5%) Timekeeping and Training Records
- Reviews employee monthly time accounting reports for accuracy.
- Prepares the monthly time report for Director approval and submits it to the Ohio EPA via SharePoint.
- Maintains division training and physical records; saves training documentation in designated folders for the Air Division and the City Health Department.
(5%) Equipment Tracking and Air Monitoring Support
- Assists in maintaining an equipment tracking log for air monitoring calibration equipment.
- Performs monthly reviews of continuous and intermittent air monitoring data for the Air Division Director’s review.
- Provides assistance and backup support for PM2.5 and PM10 filter shipping.
Minimum Qualifications:
Two years of college training in accounting or equivalent experience. Must possess a valid driver’s license and the ability to be insured.
Job Type: Full-time
Pay: $17.79 - $19.72 per hour
Expected hours: 40 per week
Benefits:
- Dental insurance
- Health insurance
- Health savings account
- Life insurance
- Paid time off
- Vision insurance
Schedule:
- 8 hour shift
- Day shift
Work Location: In person
Salary : $18 - $20
