Administrative Assistant-Health Department

City of Joplin, MO•Joplin, MO

7d•$16 - $17•Onsite

About The Position

Performs a variety of routine, complex and specialized administration support activities to support a specific division of the Public Health Department. Management reserves the rights to add, modify, change, or rescind the work assignments of different positions and to make reasonable accommodations so that qualified employees can perform the essential functions of the job. Regular and consistent attendance for the assigned work schedule is essential.

Requirements

Basic bookkeeping procedures
Missouri Uniform License Examination System for some positions
City and departmental operating policies and procedures of the work unit to which assigned
General office procedures including filing systems, formats for various reports and correspondence
Operation of standard office equipment and machines
City’s money handling policies
Microsoft Office Suite
Establishing and maintaining effective working relationships with City employees and the public
Recording and transcribing meeting minutes
Operating standard office equipment and machines including computers, FAX machines, copiers, calculators, and telephones
Operating keyboard to type correspondence and/or enter information into various computerized databases
Preparing various records, reports, and correspondence using appropriate format
Maintaining filing and records systems
Providing customer service to staff and the public
High school diploma or GED equivalent required
Two years of administrative support or related work experience required
Possess and maintain a valid state issued driver’s license

Nice To Haves

Advanced coursework in Office Management, Office Practices, or closely related discipline is preferred and may be substituted for one year of required experience.

Responsibilities

Answers phone calls and in-person requests from public and City staff; provides appropriate information or researches requests and follows-up with the caller in a timely manner. Refers callers needing information outside their scope or knowledge to the appropriate staff member for resolution.
Provides timely and professional customer service to the public and city staff.
Prepares professional written correspondences, reports, bid packets, grant proposals, request for proposals, and presentations for use by departmental staff.
Processes payment requests for payment to outside entities or reimbursement for employees.
Assists with budget; monitors budget expenditures, assists in budget document preparation, and financial report compilation.
Maintains or collects timesheets of department employees to ensure timely supervisory review and processing of payroll.
Processes purchase orders. Maintains a variety of records and files, including business inspection reports.
Processes documents, forms, and permits for departmental use.
Creates and maintains accurate records related to program participants/patients/defendants/victims in compliance with Federal, State, and local statutes, regulations, or policies.
Enters routine, detailed and confidential data accurately into computerized systems for departmental use and reporting purposes.
Maintains records and filing systems containing specialized or confidential information and materials in compliance with the State and City recordkeeping requirements.
Develops payment plans; accepts funds and records and tracks payments accurately. Calculates and accepts payment for City programs and services.
Researches and prepares various reports and correspondence regarding Department activities/programs.
Provides program information and literature to educate community and program participants.
Provides public information to citizens in compliance with Missouri Sunshine Law and City policy.
Maintains schedules and calendars for programs, clinics, and staff.
Performs routine office duties such as filing, copying, faxing, drafting correspondence, emails, etc. for use by self or on behalf of other City staff.
Attends and participates effectively at departmental staff meetings.
Maintains the confidentiality of files, records, reports as required by law, City policy, and procedures.
Performs other duties as assigned.