Administrative Aide

CG Public Health is looking for a motivated self-starter who has a mastery of standard office practices/procedures including call handling, screening phone calls, message taking, copying, filing, sorting and distributing correspondence and providing excellent customer service to clients and the public to fill our open Administrative Aide position. Along with standard office tasks, the Administrative Aide is responsible for data entry, issuing inspection, permit, and license applications, generating required reports, and organizing meetings and travel arrangements, 

This is a fast-paced role with changing priorities, and no two days are ever the same. This position requires strong communication, time management, and organizational skills, along with the ability to make decisions with minimal supervision strong personal computer skills, the ability to work within multiple databases to track information and extract data for reports; the ability to accurately perform basic mathematics, follow detailed procedures, track and receipt revenues; and excellent verbal and written communication skills.

Job Description:

Administration Division

Reports To: Administration Manager

Division Manager: Marcy Strasheim

FLSA Status:  Non-Exempt, Full-time – 40 hours per week

Expected Work Week:  Monday – Friday, 8:00 AM - 4:30 PM

Qualifications

An associate degree in a related field with at least three (3) years of significantly relevant work experience that will have provided the required knowledge, skills, and abilities.

Experience may be substituted for education.

Responsibilities

Provide clerical support for daily activities:

• Serve as primary coverage at the front desk on non-clinic days to greet and announce all visitors; guide visitors to meeting rooms or connect them with staff.
• Channel numerous daily phone calls and other messages to appropriate parties. Take messages if requested or connect incoming callers to services outside of the department.
• Open and lock the office's main public doors.
• Ensure the reception area is clean, organized, and presentable for visitors.
• Ensure building access safety and security processes and procedures are followed by visitors.
• Provide administrative and clerical support to the Administration division and other divisions as assigned.
• Assist in preparing for Board of Health meetings including posting agendas, printing & electronically organizing Board packets, and all other duties as assigned to ensure seamless Board meetings.
• Prepare and disseminate various reports, surveys, spreadsheets, charts, and PowerPoint presentations.
• Assist with special arrangements for various events, meetings, and training.
• Maintain electronic and paper files and contents.
• Update and maintain department vehicle records.
• Maintain records and inventory of office and office furniture keys.
• Maintain the supplies, copier, and office materials in the Administration division.
• Collect and deliver revenue receipts, claims, and inter-office mail to the county courthouse.

• Assist the Administration Manager in coordinating equipment and infrastructure repairs and renovations.
• Assist staff in coordinating travel arrangements for training, conferences, and other work-related functions.
• Maintain operations by following policies and procedures and reporting needed changes.

• Assist in acquiring office supplies and serving as a backup when necessary.
• Serve as backup to input accounts payable into the department accounting system to create expense claims and ensure timely submission to the Auditor’s Office for payment.

• Other duties as required or assigned.

• Cross-training as requested.

Issue, organize, and process license and permit applications:

• Collect license, permit, inspection, and other environmental health fees and submit them to the Finance Officer.

• Process source documents by reviewing data for deficiencies or errors.

• Transfer data from hard-copy source documents to a digital database.
• Input text-based and numerical information from source documents into a digital database.
• Maintain database by entering new and updated account information.
• Maintain data entry requirements by following data program techniques and procedures.
• Verify entered data by reviewing, correcting, deleting, or reentering data.
• Resolve deficiencies by using standard procedures or returning incomplete documents to the appropriate staff.
• Print and mail invoices, reminders, and delinquent notices to facilities/contractors.

• Conduct timely follow-up activities for delinquent licenses and late payments by contacting facilities via phone and email.
• Respond to inquiries from applicants, licensees, and the public.
• Provide non-technical regulatory information and assistance to the public and regulated entities in person, by phone, and by email.
• Track inspection billables, receivables, and unpaid balances by entering accounting data into spreadsheets.
• Prepare and distribute billables, receivables, and unpaid balance reports.

• Refers to subject matter experts as appropriate.

Grant tracking and vouching:

• Scan grant vouching documents and save them in electronic folders and paper folders.
• Assist in creating grant tracking spreadsheets for the monthly vouching process and total project budget.
• Serve as backup in reviewing monthly grant vouching documents and spreadsheet formulas.

Sustain an effective knowledge of the department’s public health preparedness and response plan.

• Fully understand your role in emergency preparedness and response.
• Participate in training and education opportunities.
• Be ready to respond in times of emergency like pandemics, natural disasters, or other events.

Education and Experience Required:

An associate degree in a related field with at least three (3) years of significantly relevant work experience that will provide the required knowledge, skills, and abilities.

Experience may be substituted for education.

Public health core competencies are the central knowledge, skills, and attitudes necessary for the public health workforce to practice effectively and achieve the core functions of public health. Core competencies required for this position: Communication skills, cultural competency skills, analytical/assessment skills, and systems thinking skills.

Public Health Preparedness:

Ability to gain knowledge of public health, EMS, and hospital preparedness issues. Knowledge of the Incident Command System and National Incident Management System. Must achieve NIMS competency training compliance. Employees will report to public health for emergency response as requested by the health director.

Training/Continuing Education Requirements:

• As approved by the Division Manager, this position will have a minimum of 8 education hours per year. Additional requirements may apply based on certifications & licensing available
• Completion of National Incident Management System’s (NIMS) training: IS-100, IS-200 & IS-700

Licensure Requirements:

None

Optional Licensure Incentives:

As approved by the division manager, any approved and applicable licensure or certification is listed per CG Public Health Personnel Manual or policies.

Physical Requirements:

This position involves sitting, standing, stooping, kneeling, pushing, shoving, lifting, carrying, and moving objects that can weigh up to 70 pounds. This position will alternate between working indoors in a controlled climate and proper lighting, in an outdoor environment with variable climate and lighting. Must be able to exchange and receive information over the telephone. Must be able to interact with all types of individuals, be mentally alert, detail-oriented, and have good reasoning skills. Specific vision abilities required include utilizing all types of visual acuity to accurately complete documents and forms necessary for the department (close, distance, depth, focus adjustment, peripheral, and color), and excellent manual dexterity for machine usage. 20/40 corrected vision for driving.

Special Requirements:

• Functional operation and use of application of computerized data management, word processing, and spreadsheet programs including Microsoft Office applications (Word, Excel, Publisher, PowerPoint, Outlook).
• Knowledge and ability to work with databases to track information and extract data for reports.
• Data collection and analysis techniques.
• Correct English usage, including spelling, grammar, punctuation, and vocabulary.

• Advanced writing, editing, and proofreading skills in creating correspondence and other materials.
• Business arithmetic and basic budgetary principles and practices.
• Operating common office equipment, including a word processor and a personal computer, facsimile (FAX), photocopiers, printers, and scanners.

• Advanced keyboarding (60-80 wpm with high accuracy).

• Excellent interpersonal skills must be able to effectively work in a team setting, with the public, and with all levels of personnel.
• Ability to perform diversified tasks effectively/efficiently.
• Must possess a high degree of confidentiality regarding matters sensitive in nature and exercise discretion in dealing with controversial or potentially sensitive topics.
• Professional skills to handle sensitive or difficult situations diplomatically.
• High level of initiative and ability to work independently with minimal supervision, exercising good judgment and decision-making ability.
• Excellent organizational and analytical skills assume general assignments independently following through to successful completion.
• Excellent attention to detail.
• Accurately and productively manage details of complex projects and events.
• Manage calendars and schedules.
• Represents the CG Public Health professionally.
• Follows various policies such as completing daily time studies, confidentiality, attending staff meetings, personnel policies, etc.
• Cooperates with other health department personnel.
• Respect the rights of persons visiting CG Public Health.
• Ability to operate a motor vehicle.
• Dependable personal vehicle.
• Valid Iowa driver’s license if driving on county business.
• Ability to obtain automobile insurance if personal vehicle is ever used for county business for which mileage reimbursement would be received. To be reimbursed for mileage must provide proof of auto insurance in the amounts of 100/300/100.

Environmental Adaptability:

The position will not cause exposure to high-risk environmental exposure. Individuals will be exposed to a moderate noise environment (business office with computers, classroom noise, and telephone).

The employee may be exposed to communicable diseases, infectious sores, human wastes, and body fluids. This position will not cause exposure to high-risk environmental exposure unless there is a public health disaster. Possible risks would include exposure to biological agents, fumes, toxic gases, chemicals, radiological agents, explosions, and outdoor weather conditions.

This description is intended to describe the kinds of tasks and levels of work difficulty being performed by people assigned to this classification.  The list of responsibilities is not intended to be construed as an exhaustive list of all responsibilities, duties, and skills required. 

Persons with disabilities:  The above is a general listing of job duties.  Essential and non-essential functions may vary by individual position. Reasonable accommodations may be available for both essential and non-essential job duties.