ADMINISTRATIVE ASSISTANT, TB & REFUGEE HEALTH Job Details | HHC

Marion County Public Health Department is an organization that celebrates diversity, and seeks to employ a diverse workforce. We actively encourage all individuals to apply for employment and to seek advancement opportunities. Marion County Public Health Department also provides reasonable accommodations to qualified individuals with disabilities as required by law. For additional questions please contact us at: hrmail@hhcorp.org .

Job Role Summary

Provide high-level secretarial and administrative duties in support of the Foreign-born/Refugee Health & TB Control Management team and staff. Responsibilities include day to day operational duties which could include but not limited to preparing office documents, submitting requisitions, paying invoices, and maintaining staff records. Cross training for other assignments may occur as job related activities dictate. There may be some travelling to other sites in Marion County.

Associated Job Duties

• Answer emails and phones – directing to appropriate party promptly and efficiently; greet and direct visitors maintaining high customer service
• Perform secretarial duties such as make copies, organize binders, send faxes, check voicemails, and other duties for the Medical director and management staff
• Maintain the inflow and outflow of office and clinical supplies; arrange for repair and maintenance of office equipment; maintain and order inventory
• Arrange and schedule meetings as requested; facilitate travel and reservations of all departmental staff
• Answer and direct calls regarding civil surgeon visits; training provided
• Maintain calendar of the Medical Director when directed
• Prepare for monthly case conferences utilizing prepared checklist for completion and accuracy
• Assists with data entry and serves as a backup for case management technicians as needed
• Monitors compliance of staff certifications such as professional license, annual flu, HIPPA, validity of auto insurance and other areas as directed
• Prepare office documents, vendor files, reports, invoices, and requisitions
• Prepares correspondence to/from and receives/processes requests from District Health Offices, general public, insurance companies, hospitals, out-of-state health departments, legal system, federal auditors, as well as memos, reports, minutes, etc.
• Assists managemental staff with payment of services rendered. This may include in person drop off of payments to businesses or clients
• Serve on health department committees as appropriate or requested
• Participates in public health emergency preparedness exercises and in the response to public health emergencies as directed
• Participates in a minimum of two H.O.P.E. events totaling a minimum of eight hours annually
• Approves mileage for all department staff as directed
• Participate in meetings, in-services, trainings, or seminars
• May be requested to record minutes during meetings

Associated Job Duties Cont'd

• Employee will protect and maintain confidentiality of each client’s and each employee’s medical and personal information that may be obtained in the course of job-related provision of care or employment
• Employee may need to remove confidential information from workplace setting to transport to another designated setting or to make a home visit. If the information is removed, it must be protected and secured
• Employee must complete National Incident Management System (NIMS) training 100 and 700
• In the event of a public health emergency, employee must be available to work on weekends or a schedule that would differ from a normal assigned workday
• Types and maintains minutes for staff meetings; distribute as needed; performs follow up on meetings
• Resolves problems by handling complaints of program clients and problems with staff
• Types memos, correspondence, reports, tables, grant proposals
• Follow up on written and verbal requests from other areas; schedules appointments/rooms for meetings; building maintenance/housekeeping contact person
• Relieves Medical Director of administrative tasks which may relate to personnel, budget, purchasing, or other operational matters

Qualifications

• High school diploma; Bachelor’s degree preferred
• At least 3-5 years’ experience in an executive office setting involving public contact and demonstrated ability to organize and prioritize work

Licenses/Certifications Required

N/A

Knowledge, Skills & Abilities

• Knowledge of administrative and clerical procedures and systems
• Ability to type 50 wpm with low error rate; Strong knowledge of windows, MS Office, including Word, Excel, and PowerPoint
• Excellent verbal skills, including telephone etiquette, and the ability to communicate and work with all levels of staff and management
• Strong interpersonal skills, good judgment, and the ability to maintain confidentiality of personnel information and situations
• Knowledge of spreadsheet development and assessment
• Capable of handling complex and multifaceted tasks; Ability to compile and organize information, prioritize work, meet deadlines and work under pressure
• Ability to work independently with limited supervision

Working Environment

• May be required to travel in state (related to work conferences, and/or community sites)
• Expected to work irregular hours, when necessary, possibly under stressful conditions
• Unconfined sitting – computer data entry (charting), etc., standing or walking to and from community sites; climbing stairs; steady use of hands or fingers; lifting, carrying, etc. with arms and legs (possibly as much as 20 pounds)
• May be exposed to allergens of all types (i.e., pets, dust, smoke, etc.)
• May be exposed to communicable disease (s), blood, and other bodily fluids
• Visual abilities include close vision, distance vision, color vision, peripheral vision, depth perception, and accommodation
• Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions required for this position

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or veteran status.