Administrative Assistant bei Heluna Health

This Administrative Assistant position performs a variety of activities, in administrative areas such as personnel, purchasing, contracting, budgeting and report preparation to operational functions such as ensuring that program service deliverers or claimants understand and meet specific rules and guidelines. Although the work is diverse, all positions are typically characterized by all of the following elements:

1. the existence of defined policies and procedures;

2. some autonomy to implement internal procedural changes

3. the availability of supervision in non-routine circumstances; and

4. an emphasis upon the processing of documents and work in support of a project or operational program.

With experience, incumbents are gradually assigned projects with greater scope and responsibility. This position serves as a support to the Public Health Department’s Workforce Development unit where ethe focus is on staff development, pipeline programming, and disaster readiness.

Salary range for this position is $37.03-$40.78 per hour depending on experience/qualifications.

ESSENTIAL FUNCTIONS

The following are the duties performed by Administrative Assistants.  This position may perform other related duties at an equivalent level:

1. Reviews a variety of documents related to the operations of the unit for conformance to program regulations and procedures; researches and makes corrections as required; distributes documents internally or externally, meeting appropriate deadlines; prepares periodic and special reports regarding documents processed.
2. Acts as liaison for the unit to which assigned with other County departments, representatives of other organizations, program participants and the public; requests and provides information regarding program rules, regulations and activities.
3. Performs special projects such as researching information, summarizing data, evaluating alternatives and preparing narrative or statistical reports.
4. Processes a variety of personnel forms; reviews forms for completeness and conformance to rules and regulations; maintains confidential personnel and related records; answers employee questions regarding personnel procedures and supports orientations for new employees.
5. Coordinates purchasing activities; reviews requisitions for completeness and accuracy; ensures appropriate coding and availability of funds; follows-up on requisitions with Purchasing; processes confirming requisitions and special orders.
6. Prepares contract documentation and processes requests for payment for professional service and related contracts; ensures that contract provisions are met and that appropriate approvals are received.
7. Reviews claims for payment for completeness, accuracy, and conformance to program requirements; submits such claims to various funding sources; monitors payment status, researches errors and makes required adjustments.
8. Performs such office administrative tasks as updating internal procedures, acting as the office automation administrator, maintaining an inventory of supplies and forms, providing for equipment maintenance, overseeing filing systems and updating internal procedures and forms; may plan, assign, direct and review the work of a small office support staff.
9. Serves as the unit's representative on a variety of committees and task forces.
10. Prepares a variety of letters, memos, procedures and other written materials; may enter information into and access multiple databases or use information from various sources to prepare such materials.
11. Maintains accurate records and files related to work performed.
12. Operates a variety of standard office equipment including a word processor and/or computer; may drive a County or personal vehicle to attend meetings.
13. Serves as to Administrator of the county’s Learning Management System for the Department.

NON-ESSENTIAL FUNCTIONS

Not applicable.

JOB QUALIFICATIONS

The equivalent of six (6) months of full-time verifiable work experience within the past three (3) years.  

Education/Experience

Equivalent to completion of two years of college (90 quarter units or 60 semester units) from an accredited college or university.

Equivalent to three years of full-time secretarial or office administrative experience which has included some combination of document review and processing, administrative or financial recordkeeping and/or office management.

Certificates/Licenses/Clearances

• None

Other Skills, Knowledge, and Abilities

Knowledge of:  

• Basic principles and aims of modern public administration.
• Principles, practices, methods, and techniques of report preparation.
• Methods and techniques used to conduct a variety of analytical studies.
• Computer applications and programs related to the work.
• Methods used in administrative analysis and budgeting.    

Ability to:  

• Collect, compile and summarize varied information, consider alternatives and reach sound conclusions.
• Explain and apply regulations and procedures in varying situations.
• Review documents for completeness, accuracy, appropriate authorization and compliance with regulations and procedures.
• Prepare clear and accurate reports, correspondence, procedures and other written materials.
• Represent the department and the County in meetings with others.
• Organize and prioritize work and meet critical deadlines.
• Maintain accurate records and files.
• Plan, assign, direct and review the work of others on a project or day-to-day basis.
• Exercise sound judgment within established policies and procedures.
• Establish and maintain effective working relationships with those contacted in the course of the work.

PHYSICAL DEMANDS  

• Stand: Occasionally
• Walk: Occasionally
• Sit: Frequently
• Handling / Fingering: Frequently
• Reach Outward: Occasionally
• Reach Above Shoulder: Occasionally
• Climb, Crawl, Kneel, Bend: Occasionally
• Lift / Carry: Occasionally - Up to 50 lbs  
• Push/Pull: Occasionally - Up to 50 lbs 
• See: Constantly
• Taste/ Smell: Not Applicable

KEY

• Not Applicable = Not required for essential functions
• Occasionally = (0 - 2 hrs/day)
• Frequently = (2 - 5 hrs/day)
• Constantly = (5+ hrs/day)

WORK ENVIRONMENT

General Office Setting, Indoors Temperature Controlled

Hybrid-in office minimum of one day a week. Additional in-office requirements, typically given 72-hours notice but must be able to respond to the office within two hour snotice.

EEOC STATEMENT

It is the policy of Heluna Health to provide equal employment opportunities to all employees and applicants, without regard to age (40 and over), national origin or ancestry, race, color, religion, sex, gender, sexual orientation, pregnancy or perceived pregnancy, reproductive health decision making, physical or mental disability, medical condition (including cancer or a record or history of cancer), AIDS or HIV, genetic information or characteristics, veteran status or military service.