Job Summary

Looking for a customer-oriented place to apply your fantastic skills with people and office organization? Consider growing your career at the Health Department. The Environmental Health Division is recruiting for a Regular, Full-time (1.0 FTE) Administrative Assistant II position. Join our front counter team and provide face-to-face customer service and advanced administrative support in a fast-paced, public-facing environment. The successful candidate for this position must have excellent cashiering and customer service skills and be able to set and meet deadlines.

• Provide face to face customer service to the public, industry, partners, as well as internal and external customers.
• Greet and direct customers, provide and help connect customers to resources, application intake, review of submitted materials for completion and accuracy, processing mail and filing, heavy cashiering, and other like duties.
• Interview customers or other staff to identify services needed.
• Research applications for completeness, and correct payment.
• Perform calculations involving billing, cashiering and reconciling accounts.
• Provide customers with technical information requiring limited interpretation of established policies and procedures.
• Research, respond and track customer complaints, billing errors, etc.
• Create, maintain and enter data into complex electronic and manual filing systems.
• Provide orientation, training, and software and equipment assistance for staff in other programs or divisions.
• Create, audit and update process documentation.
• Compose, proofread and edit documents and correspondence containing sensitive and confidential data.
• Coordinate with outside vendors for printer repair, shredding pick-up and interpreter services.

What you bring to the table

• Knowledge of and intermediate-level skill in the use software applications and office equipment relevant to the position.
• Knowledge of basic accounting and ability to apply basic math skills to work performed.
• Skill in conducting research on specific work assignments.
• Skill in communicating orally using tact and diplomacy with a diverse population of customers and departmental personnel to provide service and resolve issues, sometimes dealing with sensitive or stressful situations.Knowledge of complex office procedures and practices.
• Knowledge of grammar, spelling and punctuation.
• Skill in planning and organizing work activities to meet established objectives.
• Ability to train and orient support staff.
• Ability to maintain sensitive and confidential data.
• Knowledge of complex office procedures and practices.
• Knowledge of grammar, spelling and punctuation.

Who should apply

Associate's degree: and two or more years of progressively responsible experience in an office setting, or equivalent combination of education and experience to perform the essential functions of work.
Equivalencies include:

• Bachelor's degree or higher and 1 year of relevant experience
• Less than an Associate’s degree and 4 years of relevant experience

Working Conditions & Physical Requirements

Work Setting:

• Work is performed almost exclusively indoors in an office environment.
• This position works in the office, and you may be required to be in the office when other staff are requested to work from home.
• Your workspace will be set up to provide personal safety, including social distancing, screening, sanitation, disinfection, and masks.
• The potential for dealing with dissatisfied or angry customers exists, requiring skills in conflict resolution.

• Work involves special physical demands such as lifting and carrying 25 - 50 lbs. such as office supplies, cases of paper and archive boxes.

• Duties require the use of standard office furniture and equipment (e.g., desk, filing cabinet, computer, printer, telephone, fax machine, copy machine, etc.)

Travel:

• Some travel may be required and is typically local or regional to conduct business or attend or provide training.