What are the responsibilities and job description for the Administrative Assistant II position at Hays County?
Essential functions, as defined under the Americans with Disabilities Act, include the responsibilities, knowledge, skills, and other characteristics listed below. This list of responsibilities is ILLUSTRATIVE ONLY and is not a comprehensive listing of all functions and tasks performed by positions in this class. To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Other duties may be assigned. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Summary
Under general direction, the Administrative Assistant II performs clerical, office, secretarial, and reception duties and provides support services to the Hays County Health Department. The work involves filing, daily customer relations, word-processing, data entry, and mail distribution. This position facilitates the work of the Hays County Health Department and has an immediate impact on the operation of the Hays County Health Department.
- Receives office visitors and telephone calls while answering routine inquires and screens calls or callers.
- Takes messages and refers to appropriate Health Department staff.
- Sorts and files forms, reports, correspondence, and related documents.
- Prepares documents for filing.
- Prepares and maintains files.
- Works directly with the Operations Coordinator in ordering office supplies for the Health Department.
- Examines letters, forms, documents, or reports for accuracy and reports discrepancies to supervisor.
- Maintains departmental records and files.
- Follows established bookkeeping procedures and standards.
- Types standard forms, letters and other materials from rough draft or as directed.
- Assists with data entry as needed into the assigned computer system.
- Operates office machines including computer, laptop, photocopier, fax, calculator, and adding machine.
- Communicates all changes, problems and/or concerns to supervisor or if necessary, Director of County Wide Operations.
- Picks up, sorts, and delivers all Health Department mail.
- Responsible for returned mail, research alternate addresses and re-mail letters.
- Schedules appointments and keeps calendars.
- Responsible for delivering and picking up interoffice mail.
- Submits all Health Department invoices and receipts directly to the Budget and Operations Manager.
- Works closely with the Health Department staff and the Operations Coordinator on arranging and booking travel, continuing education, and hotel accommodations for Health Department staff.
- Distributes applications to applicants for the Indigent Health Care Program and other resources available.
- Assist in preparing and labeling charts for Indigent Health Care Program.
- Assist in the process of receiving TB clients with appropriate documentation for TB department.
- Assist in the scheduling of clients for Indigent Health Care Program.
- Assist in the recording and scanning of immunization records.
- Assist with Indigent Health Care referrals faxing and maintaining of records.
- Performs other duties as assigned.
- High School diploma or GED (Required)
- Two years full time experience in secretarial, office/clerical, or related work (Required)
- Bilingual Spanish/English (Preferred)
- Must complete HIPAA training within 7 days of employment and maintain certificate while employed (Required)
- Valid Class C Driver’s License (Required)
Salary : $39,300 - $40,479