Administrative Assistant

POSITION OVERVIEW:

The Administrative Assistant will perform all support aspects of day-to-day operations for their Division, including administrative support of the Division lead.

ESSENTIAL DUTIES:

· Assists with answering phones and answering questions from the general public.

· Maintains and orders division supplies, including obtaining quotes for comparable pricing, stocking, and inventory as needed.

· Supports entry and tracking of purchase orders according to the agency’s fiscal policies and procedures.

· Makes off-site purchases and travel arrangements when necessary.

· Assists with planning, scheduling, communication, and room logistics of division and board meetings.

· Maintains physical and digital file systems in accordance with divisional needs.

· Assists with record retention in accordance with applicable policies and procedures.

· Liaises with executive assistant to handle requests and queries.

· Supports division efforts to maintain the cleanliness of the work environment.

· Acts as point of contact for division maintenance needs and provides clear communication with the maintenance department.

· Assists with documentation / information gathering and reporting as required by agency policies and procedures, in preparation for board meetings, or by regulatory authorities.

· May act as a courier between agency locations as needed.

· Miscellaneous duties as assigned.

Specific Division / Department Duties: Finance Division:

· Will be first point of contact for employees and the general public.

· Assists the Finance / Assistant Finance Directors with Health Department fixed asset inventory.

· Assists with daily processing (data input, scanning and saving files) and delivery of “pay-ins” to off-site locations as needed.

· Assists the Finance / Assistant Finance Director with Month End Financial Reporting and disbursement of related reports and other monthly processes as needed.

· Will act as the centralized purchaser for the agency, and will be responsible for accurate and efficient account reconciliation.

· Will assist in the medical billing process as needed.

· Will assist the Finance team with report review and reconciliation, filing, and various other duties as needed.

· Will provide coverage in the Vital Statistics department in absence of the Registrar.

· Will assist the Finance Department with end-of-year processes and complete “close-out” responsibilities as needed.

· Miscellaneous duties as assigned.

REQUIRED QUALIFICATIONS:

· High school diploma or equivalent.

· Two years office experience.

· Must be a Public Notary, or obtain within 90 calendar days from start date. Notary status must be maintained throughout employment.

· Valid Ohio Driver’s License. A valid license must be maintained throughout employment.

PREFERRED QUALIFICATIONS:

· High school or post-secondary classes in Accounting, Finance, Business Operations, or computer-related classes.

KNOWLEDGE, SKILLS, ABILITIES:

· Ability to effectively communicate, problem solve, and work independently. Strong organizational skills, analytical thinking abilities and attention to detail, as well as the ability to work. independently and to meet deadlines.

· Ability to manage multiple tasks in an efficient and accurate manner.

· Ability to provide proof of automobile insurance.

· Ability to successfully pass a background check.

· Ability to work alternate hours (early morning, late evening, and/or weekends).

· Proficiency in using standard office technology, including, but not limited to a computer, a scanner/copier, and Microsoft Office Suite.

Final candidates must successfully pass a background check and provide proof of current automobile insurance.

An individual who poses a direct threat to the health and safety of others in the workplace will be deemed not qualified for this position.

Application materials accepted until: The position is filled.

Required documents:

· Wood County Application for Employment, cover letter, resume, contact information for at least three professional references.

· The Wood County Application for Employment can be found here: Wood County Employment Application.

· Application materials submitted without all required documents will be considered incomplete.

Submit application materials to:

Recruitment and Development Coordinator
1840 East Gypsy Lane Rd.
Bowling Green, OH 43402
419-352-8402 Ext. 3201

Email to: WCHDHumRes@woodcountyohio.gov

The Wood County Health Department is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, the Health Department provides reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer. If you have a disability and would like to request an accommodation to apply for a position with the Wood County Health Department, please email WCHDHumRes@woodcountyohio.gov or call 419-352-8402 Ext. 3201.

Job Type: Full-time

Pay: $18.64 - $26.14 per hour

Expected hours: 40 per week

Benefits:

• Dental insurance
• Employee assistance program
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift

Work Location: In person

Salary : $19 - $26