Administrative Assistant - Public Health

Otter Tail County•500 Fir Avenue West Fergus Falls, MN

1d•Onsite

About The Position

Otter Tail County is accepting applications for a full-time Administrative Assistant position in the Public Health Department. This role is responsible for performing a wide range of standard, transferable, and procedure-based clerical and administrative duties for a program, team, or department. The position involves various tasks to support the daily operations of the Public Health Department.

Requirements

High School diploma or equivalent
General office or administrative support experience
Must possess computer skills, including Microsoft Office Suite

Responsibilities

Filing and copying a variety of materials.
Entering and reconciling data.
Managing and releasing data to the public.
Typing.
Answering telephones.
Providing customer service.
Scheduling events and meetings.
Preparing meeting minutes and agendas.
Tracking work orders and related department activities.
Preparing travel arrangements.
Coordination of special projects.
Performing support for various programs.
Coordinates the flow of clients and public; determines client needs and directs clients to the appropriate staff.
Responds to requests for information or questions by personal contact, phone, or e-mail.
Provides clients with necessary applications, paperwork, and information; assists clients in completion of forms upon request.
Provides information and referral to address customer needs including arranging for follow-up by other staff depending upon the topic to be addressed.
Sorts, assigns and distributes incoming mail, electronic correspondence and faxes, processes outgoing mail.
Maintains and updates records adhering to retention schedules.
Develops, copies, files and revises paper and electronic forms.
Reviews, redacts, and transcribes correspondence as requested in accordance with data privacy laws and standards.
Receipts for items or money taken in at the front desk.
Ensures that adequate office supplies, forms, and other specialized inventory remain in stock and reorders when necessary.
Prepares various agency reports, lists, packets and correspondence.
Performs data entry into electronic information systems; opens and closes cases and files.
Prepares and distributes meeting schedules, agendas and minutes as assigned.
Monitors status of office equipment and notifies supervisor if equipment needs repair.
Manages shredding bins.
Acts as a backup to office support staff across the Health & Wellness Service team.
Provides coverage during breaks or days off.
Assists in the training of new staff as requested.
Establishes collaborative relationships, participates in the implementation of unit, agency and team goals, policies, and procedures.
Administrative tasks.
Attend staff and supervisor/supervision meetings as scheduled.
Attend conferences as scheduled or agreed upon with supervisor.
Attend trainings as related to job responsibilities.
Complete documentation, agency timesheets, and employee records in a timely manner.
Communicate schedule changes with supervisor.
Consistently keeps agency staff aware of availability.
Utilizes identified system(s) to document work.
Adheres to general employment conditions such as personnel rules, work and safety rules, dress codes, etc.
Regular attendance is required to perform the duties of this position.
May work with programs involving partners from other agencies.
May assist with duties and responsibilities as outlined in the County Emergency Operations Plan and Continuity of Operations Plan.
Performs other duties as assigned.