Secretary II - Public Health

Johnson County • Iowa City, IA

7d • $25 - $30 • Onsite

About The Position

Under direction, performs various complex clerical duties. Prepares schedules for performance of department business by others, responds to inquiries for information from the public requiring thorough knowledge of departmental policies, and coordinates inter-departmental communications. serving as the primary clerical support for the administrative division in maintaining key contract/grant records, collecting/synthesizing ad-hoc reports, and basic accounting support for the grants analyst. Knowledge of: Basic office practices, formats, and the maintenance of complex records Mathematical computations English language to include grammar, spelling, punctuation, sentence structure and vocabulary skills Ability to: Learn, communicate, and support department staff and clients on all interdivision operations and policies with confidence. Represent the Department and Johnson County while performing their duties and conducting themselves in a professional, courteous, and timely manner Perform clerical and basic accounting tasks with a high degree of speed and accuracy While collecting data and interacting with clients/staff; maintain confidentiality and security of information as appropriate Work in a collaborative team environment and leveraging support from management to triage a variety of urgent administrative taskers. Collect, synthesize, and maintain consistent records and reports across multiple data systems for grants or leadership needs. Maintain digital and physical bookkeeping entries and business forms Be detail-oriented when working with documents and information Operate common office equipment such as calculators, fax and postage machines, network printers and copiers, multi-line telephones, scanners, and various IT equipment. Demonstrate proficiency or ability to quickly learn in Microsoft Office applications such as Microsoft Excel for data entry & spreadsheets, Microsoft Word for drafting documents, and Microsoft Outlook/Teams for communications/email. Learn, adapt, and be the primary first line support for department staff on new office software systems and processes such as Workday and SharePoint that relate to division operations. Provide customer service that is courteous and responsive Establish and maintain effective relationships with elected officials, department heads, other county employees, and members of the public Organize and prioritize multiple tasks Handle moderate levels of stress, meet deadlines and solve problems appropriate to the position Follow verbal and written instructions Organize and present facts, ideas and opinions clearly and concisely, orally and in writing Stand, sit, squat, kneel, bend, twist, reach, and use a step stool as needed Lift and/or move up to 25 pounds as needed Have clarity of speech and hearing which permits effective communication Have sufficient vision which permits heavy production and review of a wide variety of materials in both electronic and hardcopy forms Have sufficient manual dexterity to operate a computer keyboard with moderate to heavy use at 55 wpm and make handwritten notations Work flexible schedule and occasional overtime as needed

Requirements

• High school graduate (or equivalent) and two (2) years of varied and responsible clerical work; OR any equivalent combination of education and experience that provides the required knowledge, skills, and abilities.
• Basic office practices, formats, and the maintenance of complex records
• Mathematical computations
• English language to include grammar, spelling, punctuation, sentence structure and vocabulary skills
• Learn, communicate, and support department staff and clients on all interdivision operations and policies with confidence.
• Represent the Department and Johnson County while performing their duties and conducting themselves in a professional, courteous, and timely manner
• Perform clerical and basic accounting tasks with a high degree of speed and accuracy
• While collecting data and interacting with clients/staff; maintain confidentiality and security of information as appropriate
• Work in a collaborative team environment and leveraging support from management to triage a variety of urgent administrative taskers.
• Collect, synthesize, and maintain consistent records and reports across multiple data systems for grants or leadership needs.
• Maintain digital and physical bookkeeping entries and business forms
• Be detail-oriented when working with documents and information
• Operate common office equipment such as calculators, fax and postage machines, network printers and copiers, multi-line telephones, scanners, and various IT equipment.
• Demonstrate proficiency or ability to quickly learn in Microsoft Office applications such as Microsoft Excel for data entry & spreadsheets, Microsoft Word for drafting documents, and Microsoft Outlook/Teams for communications/email.
• Learn, adapt, and be the primary first line support for department staff on new office software systems and processes such as Workday and SharePoint that relate to division operations.
• Provide customer service that is courteous and responsive
• Establish and maintain effective relationships with elected officials, department heads, other county employees, and members of the public
• Organize and prioritize multiple tasks
• Handle moderate levels of stress, meet deadlines and solve problems appropriate to the position
• Follow verbal and written instructions
• Organize and present facts, ideas and opinions clearly and concisely, orally and in writing
• Stand, sit, squat, kneel, bend, twist, reach, and use a step stool as needed
• Lift and/or move up to 25 pounds as needed
• Have clarity of speech and hearing which permits effective communication
• Have sufficient vision which permits heavy production and review of a wide variety of materials in both electronic and hardcopy forms
• Have sufficient manual dexterity to operate a computer keyboard with moderate to heavy use at 55 wpm and make handwritten notations
• Work flexible schedule and occasional overtime as needed
• Valid driver’s license and insurable under county liability coverage.

Responsibilities

• Assist staff with external and internal communications including answering and directing phone calls, responding to inquiries, and greeting the public.
• Provide support services such as scheduling conference rooms and media equipment, drafting minutes and other required documents for staff and the Board of Health.
• Assist with the preparation of department contracts, special conditions, expenditure reports, and state reports in a timely manner.
• Enter and reconcile revenues received by the department and prepare daily deposits for the Treasurer’s Office.
• Perform computer functions as they relate to the operation of the Public Health department such as answer basic software questions and assist staff upon request
• Assist staff with basic budget requests thru systems such as Workday or Microsoft forms
• Submit and maintain hardware/software requests for staff upon request
• Update computer groups on the network; maintain and inventory printers and corresponding toner cartridge; and maintain and submit requests for network computer rights.
• Maintain the division SharePoint resource page; orient new employees to department resources for staff on setting up items such as Outlook Calendars, desktop shortcuts, printers, templates, e-mail, Internet Explorer.
• Assist staff in submitting information for the department’s website; submit Board of Health agendas and minutes, press releases and maintain current e-mail list of department employees
• Perform general clerical duties such as photocopying, scanning, filing, faxing and typing.
• Participate in training/educational opportunities and work-related meetings as required.
• Perform duties of a Clerk II as needed.
• Perform all work duties in accordance with County policies, procedures, collective bargaining agreement, and safety practices.
• Attend work regularly at the designated place and time.

Benefits

• Iowa Public Employees’ Retirement Systems (IPERS)
• ISave 529
• Public Loan Forgiveness
• Employee Assistance Program (EAP)
• Deferred Compensation plan with County matching for eligible employees
• generous paid time off—encompassing vacation time, sick days, personal days, holidays, and paid parental leave
• Well-known reliable carriers for medical, dental, vision, life, and LTD

What This Job Offers

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