Front Counter - Administrative Assistant II

Salary : $49,358.40 - $63,585.60 Annually

Location : Tacoma-Pierce County Health Department, WA

Job Type: Regular

Job Number: 24-00035

Division: Environmental Health

Program: EH - On-Site Sewage/ Water Resources

Opening Date: 05/03/2024

Closing Date: 5/19/2024 11:59 PM Pacific

Job Summary

Looking for a customer-oriented place to apply your fantastic skills with people and office organization? Consider growing your career at the Health Department. The Environmental Health Division is recruiting for a Regular, Full-time (1.0 FTE) Administrative Assistant II position. Join our front counter team and provide face-to-face customer service and advanced administrative support in a fast-paced, public-facing environment. The successful candidate for this position must have excellent cashiering and customer service skills and be able to set and meet deadlines.
Some of what you'll do:

• Provide face to face customer service to the public, industry, partners, as well as internal and external customers.
• Greet and direct customers, provide and help connect customers to resources, application intake, review of submitted materials for completion and accuracy, processing mail and filing, heavy cashiering, and other like duties.
• Interview customers or other staff to identify services needed.
• Research applications for completeness, and correct payment.
• Perform calculations involving billing, cashiering and reconciling accounts.
• Provide customers with technical information requiring limited interpretation of established policies and procedures.
• Research, respond and track customer complaints, billing errors, etc.
• Create, maintain and enter data into complex electronic and manual filing systems.
• Provide orientation, training, and software and equipment assistance for staff in other programs or divisions.
• Create, audit and update process documentation.
• Compose, proofread and edit documents and correspondence containing sensitive and confidential data.
• Coordinate with outside vendors for printer repair, shredding pick-up and interpreter services.

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What you bring to the table
• Knowledge of and intermediate-level skill in the use software applications and office equipment relevant to the position.
• Knowledge of basic accounting and ability to apply basic math skills to work performed.
• Skill in conducting research on specific work assignments.
• Skill in communicating orally using tact and diplomacy with a diverse population of customers and departmental personnel to provide service and resolve issues, sometimes dealing with sensitive or stressful situations.Knowledge of complex office procedures and practices.
• Knowledge of grammar, spelling and punctuation.
• Skill in planning and organizing work activities to meet established objectives.
• Ability to train and orient support staff.
• Ability to maintain sensitive and confidential data.
• Knowledge of complex office procedures and practices.
• Knowledge of grammar, spelling and punctuation.
Who should apply

Associate's degree: and two or more years of progressively responsible experience in an office setting, or equivalent combination of education and experience to perform the essential functions of work.

Equivalencies include:

• Bachelor's degree or higher and 1 year of relevant experience
• Less than an Associate's degree and 4 years of relevant experience

We will take into consideration any combination of relevant verifiable work and lived experience, volunteering, education, and transferable skills and abilities for this position. We are committed to building a diverse, inclusive team and encourage applications from candidates of all backgrounds to apply.
Working Conditions & Physical Requirements

Work Setting:

• Work is performed almost exclusively indoors in an office environment.
• This position works in the office, and you may be required to be in the office when other staff are requested to work from home.
• Your workspace will be set up to provide personal safety, including social distancing, screening, sanitation, disinfection, and masks.
• The potential for dealing with dissatisfied or angry customers exists, requiring skills in conflict resolution.

Physical Demands:

• Work involves special physical demands such as lifting and carrying 25 - 50 lbs. such as office supplies, cases of paper and archive boxes.

Tools and Equipment:

• Duties require the use of standard office furniture and equipment (e.g., desk, filing cabinet, computer, printer, telephone, fax machine, copy machine, etc.)

Travel:

• Some travel may be required and is typically local or regional to conduct business or attend or provide training.

Emergencies:
When public health responds to an emergency you may be assigned duties that are outside your regular job description. This may involve responding at any time, including nights and weekends, with possible deployment to locations other than the department.

for more details on reasonable accommodations, safety, risk management and more.

Benefits
Tacoma-Pierce County Health Department offers an excellent pay and benefits package, combined with the opportunity to provide innovative Public Health services to our community, making this a rewarding place to work!

Salary: Salary ranges are listed on the job announcement and are based on the unique skills, education, and experience for the position. Salary offers are typically made at the starting pay step and are reviewed annually. You will get an annual cost-of-living adjustment that increases the salary range as well as an annual step increase on your anniveristy date. All salary offers are subject to administrative approval.

Medical, Vision, and Dental Insurance: The Department pays a significant portion of these premiums for employees, their spouse or domestic partner, and dependent children, with an FTE of .80 or greater. Employees with an FTE between .50 and .80 pay a pro-rated portion of their premiums. Medical, vision and dental coverage begins the first day of the month following date of hire.*

Life Insurance: The Department provides a term Life Insurance policy equal to the employee's annual salary, up to a maximum of $50,000.* Affordable voluntary, spouse, and dependent life insurance is also available.

Long Term Disability Insurance (LTD): The Department provides a base LTD policy which provides 40% income replacement for participants who are unable to work due to illness or injury for greater than 180 days. Buy-Up LTD is available at group rates and provides 60% income replacement to participants who are unable to work due to illness or injury for greater than 90 days.

Retirement: Eligible employees participate in the Tacoma Employees' Retirement System (TERS). TERS is a defined retirement benefit plan funded by both the employee and the Department. We also have a 457 Deferred Compensation retirement program available which allows individuals to set aside a portion of their income on a tax deferred basis.

Additional Benefits include: Generous paid vacation**, sick, personal, and holiday leave**; Flexible Spending Arrangement (FSA); Employee Assistance Program; On-site Fitness Center; Commute Trip Reduction program; Donated Leave Program; Direct Deposit; Service Awards; Safety Programs / Rewards, and Executive Benefits Plan.

*Temporary Employees (hired for greater than 3 months): The Department provides medical, dental, and vision benefits, $12,000 base life insurance effective the first of the month following 3 months of employment. **Paid vacation, sick leave and holiday leave accrual begin following 6 months of temporary employment.

Living in Tacoma-Pierce County:

Please Note:

• There may be restrictions to the above benefit programs or policies not listed. The provisions of this bulletin do not constitute an expressed or implied contract. Any provisions contained herein may be modified and/or revoked without notice.
• Employee pay is distributed through Direct Deposit. For this reason, employees are required to have an open checking or savings account, at their choice of banking institutions, upon employment.

For further information, call (253) 649-1508.

01

This position requires an Associate's degree and two or more years of progressively responsible experience in an office setting, or equivalent combination of education and experience. Please select the response that best describes how you meet this requirement.

• Bachelor's Degree or higher in Business, Secretarial Science, Computer Science or related field
• Associate's Degree or higher in Business, Secretarial Science, Computer Science or related field
• Less than an Associate's degree, but meet the equivalency with an additional two years of full-time experience
• Less than an Associate's degree and less than two years of full-time experience

02

This position requires at least 2 years of progressively responsible full-time experience in general clerical/administrative work. Please indicate your level.

• 10 or more years
• 8 - 9 years
• 5 - 7 years
• 3 - 4 years
• 1 - 2 years
• less than 1 year
• None, but am willing to learn

03

What is your level of experience proving face-to-face customer service in a fast-paced front counter environment?

• 10 or more years
• 8 - 9 years
• 6 - 7 years
• 4 - 5 years
• 2 - 3 years
• 1 - 2 years
• less than 1 year
• I do not have this

04

Please explain your experience providing face-to-face customer service in a fast-paced front counter environment. If you do not have this experience, please indicate n/a.

05

What is your level of experience providing first level customer service support on a multi-line telephone system?

• 10 or more years
• 8 - 9 years
• 6 - 7 years
• 4 - 5 years
• 2 - 3 years
• 1 - 2 years
• less than 1 year
• I do not have this

06

Do you have experience reviewing various applications for completeness and giving information in a fast-paced front counter environment according to an established process?

• Yes
• No

07

Please explain your experience reviewing various applications for completeness and giving information in a fast-paced front counter environment according to an established process. If you do not have this experience, please indicate n/a.

08

Do you have experience performing any of the following tasks? (Please check all that apply)

• Data entry and word processing documents
• Performing reception work, taking and delivering messages, providing information, maintaining security and confidentiality of information
• Greeting and directing people and/or monitoring the number of people in a public space
• Sorting and filing material
• Referring people to appropriate agencies, and dealing with sensitive and potentially volatile situations
• Assisting people with the completion of forms
• Providing support to staff
• I have experience in none of these

09

Please indicate your experience level using MS Word.

• I have experience teaching this software to others
• Advanced
• Intermediate
• Beginner
• I do not have experience using MS Word

10

Please indicate your experience level using MS Excel

• I have experience teaching this software to others
• Advanced
• Intermediate
• Beginner
• I do not have experience using MS Excel

11

Do you have work experience in a public/government sector environment?

• Yes
• No

12

If you can speak, read and write in language(s) other than English, enter the language(s) below. If you are not bilingual, enter n/a

Required Question