What are the responsibilities and job description for the Administration Assistant position at Tulsa Health Department?
Primarily responsible for performing a variety of activities in support of Facilities Management. Main duties include shipping and receiving, data entry, filing, checking reports or forms for accuracy, distributing supplies and producing reports and correspondence.The following functions represent the majority of the duties performed by the position but is not meant to be all-inclusive or prevent other duties from being assigned when necessary.
ESSENTIAL JOB FUNCTIONS (95% of Time):
1. Serves as the THD receiving point of contact; coordinates shipping and receiving; and approves purchase orders for payment after the ordering program verifies shipment for accuracy.
2. Completes purchase order request forms to provide materials, supplies and services necessary for both the program and THD; maintains all program records; and verifies records for accuracy.
3. Data Entry of Maintenance work orders into the EMaintennace Software Program.
4. Maintain and distribute work orders received through the helpdesk email and help desk phone calls.
5. Serves as THD contact person for the Oklahoma Turnpike Authority and is responsible for tracking THD turnpike passes.(in conjunction with Finance)
6. Responsible for issuing and tracking “Fuelman” gas cards as requested by employees. (In conjunction with Finance
7. Responsible for vehicle reservation for the THD Caravan and Tahoe. Tracking of THD Fleet current and any new purchases, (in conjunction with Legal and Safety Manager)
8. Copies, files and distributes leave summaries for all employees in Facilities Management. Serves as the leave administrator for the department by entering leave requests and coordinating time and effort. Works with the Director’s Office to coordinate leave and overtime.
Responsible for inventory tracking of equipment maintained by Facilities Management. (In conjunction with the THD Inventory officer
9. Distributes incoming mail to programs and outgoing mail to Tulsa County, United States Postal Service, UPS and other shipping services. Prepares reports to track mail costs
10. Completes required training in support of duties and responsibilities of this position
11. Other duties as assigned including those required to fulfill activities in support of public health emergency operations.
NON-ESSENTIAL JOB FUNCTIONS (5% of Time):
1. Takes photographs of equipment for public auction and posts on public auction website.QUALIFICATIONS/SPECIFICATIONS:
• Education: High school diploma or equivalent required. Additional education in office or business administration preferred.
Experience: Two years of office administration or clerical experience required. Experience with shipping and receiving and inventory preferred.
Knowledge and Skills:
• Proficient in Microsoft Word and MS Office applications.
• Good interpersonal skills in communicating with vendors, and in completing forms and records.
• Knowledge of purchasing, shipping and receiving procedures.
• Knowledge of how to use office equipment, scanners, fax machines and copiers
• Knowledge of how to use shipping and receiving equipment, electronic and manual pallet jacks
• Ability to independently compose clear, concise correspondence.
• Knowledge of proper English usage, spelling, punctuation, and grammar.
• Excellent proofreading skills.
• Must be able to work independently with little direction and multi-task.
• Must be able to concentrate and pay high attention to detail.
• Ability to follow oral and written directions and work effectively with others as a team.
• Ability to solve practical problems, interpret instructions and perform mathematical calculations involving fractions, decimals, and percentages.
• Excellent interpersonal, customer service, and satisfaction-oriented skills are highly essential.
• Good reception and telephone techniques.
• Skills in planning and organization of multiple duties and projects.
• Assist with contracts and filling out legal intake forms for new contracts.
Licenses: Oklahoma Driver’s License
INTERNAL AND EXTERNAL WORKING RELATIONSHIPS:
• Internal contact with all departments to provide and gather information.
• External contact with general public and vendors to provide and gather information.
SUPERVISORY RESPONSIBILITY/ACCOUNTABILITY:
Direct Supervision – None.
Indirect Supervision – None.
Budget/Money/Material – Responsible for assigned computer hardware and software.
Reports to – Manager, Facilities Management
PHYSICAL EFFORT:
Must be able to lift materials, boxes of records, and equipment weighing up to 25-50 pounds. Some stooping, bending, and squatting may be required when retrieving files or moving boxes. Repetitive computer and telephone use. Sitting for long periods of time.
WORKING CONDITIONS:
Exposure to heat, cold and other undesirable weather conditions.
SPECIAL REQUIREMENTS:
• Must maintain THD record confidentiality according to HIPAA regulations.
• Must possess willingness and ability to perform job-related travel.
FLSA Status: Non-Exempt
ESSENTIAL JOB FUNCTIONS (95% of Time):
1. Serves as the THD receiving point of contact; coordinates shipping and receiving; and approves purchase orders for payment after the ordering program verifies shipment for accuracy.
2. Completes purchase order request forms to provide materials, supplies and services necessary for both the program and THD; maintains all program records; and verifies records for accuracy.
3. Data Entry of Maintenance work orders into the EMaintennace Software Program.
4. Maintain and distribute work orders received through the helpdesk email and help desk phone calls.
5. Serves as THD contact person for the Oklahoma Turnpike Authority and is responsible for tracking THD turnpike passes.(in conjunction with Finance)
6. Responsible for issuing and tracking “Fuelman” gas cards as requested by employees. (In conjunction with Finance
7. Responsible for vehicle reservation for the THD Caravan and Tahoe. Tracking of THD Fleet current and any new purchases, (in conjunction with Legal and Safety Manager)
8. Copies, files and distributes leave summaries for all employees in Facilities Management. Serves as the leave administrator for the department by entering leave requests and coordinating time and effort. Works with the Director’s Office to coordinate leave and overtime.
Responsible for inventory tracking of equipment maintained by Facilities Management. (In conjunction with the THD Inventory officer
9. Distributes incoming mail to programs and outgoing mail to Tulsa County, United States Postal Service, UPS and other shipping services. Prepares reports to track mail costs
10. Completes required training in support of duties and responsibilities of this position
11. Other duties as assigned including those required to fulfill activities in support of public health emergency operations.
NON-ESSENTIAL JOB FUNCTIONS (5% of Time):
1. Takes photographs of equipment for public auction and posts on public auction website.QUALIFICATIONS/SPECIFICATIONS:
• Education: High school diploma or equivalent required. Additional education in office or business administration preferred.
Experience: Two years of office administration or clerical experience required. Experience with shipping and receiving and inventory preferred.
Knowledge and Skills:
• Proficient in Microsoft Word and MS Office applications.
• Good interpersonal skills in communicating with vendors, and in completing forms and records.
• Knowledge of purchasing, shipping and receiving procedures.
• Knowledge of how to use office equipment, scanners, fax machines and copiers
• Knowledge of how to use shipping and receiving equipment, electronic and manual pallet jacks
• Ability to independently compose clear, concise correspondence.
• Knowledge of proper English usage, spelling, punctuation, and grammar.
• Excellent proofreading skills.
• Must be able to work independently with little direction and multi-task.
• Must be able to concentrate and pay high attention to detail.
• Ability to follow oral and written directions and work effectively with others as a team.
• Ability to solve practical problems, interpret instructions and perform mathematical calculations involving fractions, decimals, and percentages.
• Excellent interpersonal, customer service, and satisfaction-oriented skills are highly essential.
• Good reception and telephone techniques.
• Skills in planning and organization of multiple duties and projects.
• Assist with contracts and filling out legal intake forms for new contracts.
Licenses: Oklahoma Driver’s License
INTERNAL AND EXTERNAL WORKING RELATIONSHIPS:
• Internal contact with all departments to provide and gather information.
• External contact with general public and vendors to provide and gather information.
SUPERVISORY RESPONSIBILITY/ACCOUNTABILITY:
Direct Supervision – None.
Indirect Supervision – None.
Budget/Money/Material – Responsible for assigned computer hardware and software.
Reports to – Manager, Facilities Management
PHYSICAL EFFORT:
Must be able to lift materials, boxes of records, and equipment weighing up to 25-50 pounds. Some stooping, bending, and squatting may be required when retrieving files or moving boxes. Repetitive computer and telephone use. Sitting for long periods of time.
WORKING CONDITIONS:
Exposure to heat, cold and other undesirable weather conditions.
SPECIAL REQUIREMENTS:
• Must maintain THD record confidentiality according to HIPAA regulations.
• Must possess willingness and ability to perform job-related travel.
FLSA Status: Non-Exempt