Administrative Assistant – Health Department

City of East Chicago • East Chicago, IN

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About The Position

The City of East Chicago is hiring a full-time, non-exempt Administrative Assistant for its Health Department. Under the general direction of the Health Officer/Director, this position provides administrative, clerical, financial, and office-coordination support for departmental leadership and divisions. The role maintains records, coordinates schedules and communications, supports purchasing and financial documentation, assists with grants and public health initiatives, and provides professional service to employees, residents, vendors, and governmental agencies. The employee is expected to exercise discretion, protect confidential information, use sound judgment, and comply with City policies, Indiana Department of Health requirements, and Indiana State Board of Accounts internal control standards.

The role requires a high school diploma or GED, a valid Indiana driver’s license, at least two years of administrative, clerical, or related office experience, proficiency in Microsoft Office and general office technology, and the ability to maintain accurate records and provide professional customer service. College coursework or an associate degree in a related field and experience in municipal government, public health, or financial administration are preferred. Salary is in accordance with the City of East Chicago’s Salary Ordinance; no salary amount is provided.

Requirements

• High school diploma or GED equivalent.
• Valid Indiana Driver’s License.
• At least two years of administrative, clerical, or related office experience.
• Proficiency in Microsoft Office and general office technology.
• Demonstrated ability to maintain accurate records and provide professional customer service.
• Knowledge of general office administration, recordkeeping, and business procedures.
• Knowledge of basic accounting, purchasing, and financial documentation.
• Knowledge of Microsoft Office applications and electronic records management.
• Knowledge of confidentiality, customer service, and governmental administrative practices.
• Strong organizational, communication, and time-management skills.
• Accurate data entry, document preparation, and recordkeeping skills.
• Attention to detail, problem-solving, and multitasking skills.
• Ability to work independently while managing multiple assignments and deadlines.
• Ability to maintain confidentiality and exercise sound judgment.
• Ability to communicate effectively with employees, management, and the public.
• Ability to learn and operate City administrative and financial systems.
• Ability to travel to authorized City locations and safely operate a vehicle when required for assigned duties.

Nice To Haves

• College coursework or an associate degree in Business Administration, Public Administration, Healthcare Administration, Accounting, or a related field.
• Previous municipal government, public health, or financial administration experience.

Responsibilities

• Provide administrative and clerical support to the Health Officer/Director and departmental divisions.
• Prepare correspondence, reports, spreadsheets, and other administrative documents.
• Coordinate meetings, schedules, departmental communications, and special projects.
• Assist with purchasing, requisitions, invoice processing, financial recordkeeping, and grant documentation in accordance with City policies and SBOA internal controls.
• Maintain accurate electronic and physical records while protecting confidential information.
• Assist with public health programs, community outreach events, and departmental initiatives.
• Respond professionally to inquiries from residents, employees, vendors, and governmental agencies.
• Support departmental operations in accordance with applicable City policies and public health requirements.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED