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Under the direction of the Environmental Services Director, the Administrative Assistant provides administrative support to the Vector Control Program and Environmental Services Division overall, providing excellent customer service to the staff and clients of the Department. This position also is cross-trained with duties undertaken by other administrative assistants supporting other environmental and permitting programs. This position is Covered as defined by The Board of Commissioners of the County of Allen Employee Handbook.

ESSENTIAL FUNCTIONS:

• Responds to questions and complaints from the general public either through a multi-line telephone or in person regarding all areas of the Health Department. Provides excellent customer service to the public by informing, educating and answering their questions/concerns and meeting their needs with regard to departmental policies and procedures, referring callers to other applicable staff or departments when needed.
• Assembles various inspections, documents, tests and other paperwork as needed to meet public document request needs.
• Assists members of the general public and other agencies with information relating to internal ordinance requirements, requirements pertaining to soil reports, septic system permits, water and air pollution concerns and testing, the Allen County Onsite Wastewater Management District (ACOWMD), swimming pools, tattoo/body piercing/eyelash extension facilities, food establishments, lodging facilities and childhood lead issues. This position is cross-trained in all support areas needed.
• Receives and reviews various applications, fees, and other documents for accuracy and completeness and forwards to the appropriate division as directed for additional processing and review. Generates receipts for payments and assists with daily monetary balancing.
• Assists clients with the permitting process for various ordinance requirements such as food establishments, lodging facilities, tattoo/body piercing, septic systems and swimming pools – all of which requires a great deal of accurate and detailed data entry.
• Prepares and creates a variety of departmental correspondence, permits and reports including creating and updating database files as well as researching and gathering information for monthly and annual division reports and permitting needs.
• Maintains and continually updates file system of permits, inspections, renewals, reports, test results, and a variety of other Department documents and information. Trains and assists department personnel in using filing system as needed, to ensure efficient retrieval of records. 
• Work with other administrative assistants/staff to oversee the Phase 1 Environmental request program including working with and updating various data platforms in which the records are stored for these records searches (scanning, indexing, organizing, copying to GIS, etc.) and ensures completion of the detailed reports completed for these environmental records requests. Responds to Phase 1 requests from the public within all state-required timeframes and with all requested information regarding environmental impacts to sites and historical environmental records that can affect development projects. Maintains all records for requests met.
• Tracks all enforcement data with absolute accuracy for the Allen County Onsite Wastewater Management District (ACOWMD) for files entering the legal processes and ensures accuracy of all records for provision to Administration.
• Assists with handling all Lodging Establishment permit applications and permit issuances/renewals as well as all data entry associated with this program.
• Completes all required reporting to the Division Director on Lodging and other enforcement-related data issues including fines.
• Generates follow-up work orders to ensure re-inspection is conducted on all applicable sites and inputs data as required into state and local databases and tracking spreadsheets.
• Maintains cell phone contact with inspectors in the field and supervisory staff when located at that site, and when needed. Relays messages and job-related information for safety.
• Performs daily/monthly/yearly audits and reporting regarding divisional data as required by Division Director and Administration. Secures all office files/records in required confidential manner.
• Conducts all needed filing, data entry, mailing and correspondence duties as required.
• Attends educational workshops and meetings as requested.
• Participates in various department projects and initiatives especially during emergencies as assigned, in addition to regular duties.
• Assists and supports other departmental staff as needed including working on special projects.
• Performs all other duties as assigned including overtime as required.

REQUIREMENTS:

• High School Diploma or GED required. Experience in specific related fields or duties to those listed above preferred
• Valid Driver’s License to operate a county-owned vehicle
• National Incident Management System (NIMS) and Incident Command System (ICS) certification upon employment as required for all public health staff for disaster response.
• Ability to proficiently use Microsoft Office and other job-related computer software programs including various databases for daily data entry.
• Strong customer service skills and ability to communicate effectively, professionally, and appropriately (in written or verbal form) as well as in a courteous and respectful manner with members of the public, other staff and other agencies
• Ability to use multi-line phone, printer, scanner, copier, laminator, shredder and other job-related equipment
• Ability to effectively complete duties amid frequent interruptions, distractions and service to the general public, while working within a close team environment
• Strong time management skills with the ability to work independently, set priorities and meet deadlines

DIFFICULTY OF WORK:

The Administrative Assistant has an understanding and the ability to apply rules and procedures to moderately complex tasks when taking complaints and generating work orders.

RESPONSIBILITY:

The Administrative Assistant performs regular and recurring secretarial duties, exercising judgment in properly responding to information requests, maintaining strict accuracy of Department records and ensuring timely completion of duties. Work is reviewed upon completion and errors are detected through supervisory review and procedural control.

PERSONAL WORK RELATIONSHIPS:

The Administrative Assistant maintains frequent contact with other County employees, other county and governmental agencies and members of the general public for a variety of purposes including speaking with the public, taking complaints and generating work orders.

WORKING CONDITIONS:

The Administrative Assistant works in a standard office setting with the ability to move around freely with frequent sitting, some lifting of up to twenty pounds. Some bending, squatting, pushing and/or pulling loads, reaching over head, kneeling, leaning and climbing ladders with exposure to dangerous equipment and noxious odors/fumes are to be expected. 

SUPERVISION:

None

LICENSING:

National Incident Management System (NIMS) certification upon employment as required for all public health staff

Valid Driver’s License to operate a county-owned vehicle

IMMEDIATE SUPERVISOR:

Environmental Services Division Director

HOURS:

8 a.m. – 4:30 p.m., Monday – Friday; additional hours as necessary