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JEFFERSON COUNTY
Job Description
Administrative Assistant
Health and Human Services
Administrative and Financial Manager
NO
UFCW
NO
Grade 21 rif)
Castle Hill Center
Human Resource Manager .
III ~/o6
SUMMARY
Performs a variety of complex duties associated with office assistance, office administration, and clerical
work, by performing the following duties.
ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may
be assigned.
Provides administrative support for Community Health Director, Administrative and Financial Manager,
Nursing staff and other staff as assigned.
Prepares, posts, and maintains various departmental, fiscal, and other records, sometimes requiring
discretion as to proper procedure to use. Processes travel requests and expense vouchers, and purchase
orders.
Maintains County inventory records including identification of items for surplus. Monitors and
maintains supply inventories including letterhead, business cards, name badges and publications.
Researches, composes and/or prepares correspondence, reports, newsletters, documents, notifications
and memos using judgment and inserting own contents as authorized and required. May require the
selection and use of specialized formats. Designs forms and information sheets as required.
Indexes and files correspondence, reports, and other materials. Prepares, posts, and maintains various
departmental, fiscal, and other records, sometimes requiring discretion as to proper procedure to use.
Schedules appointments for Department Heads. Arranges travel and meeting schedule, and makes
reservations.
Assists in preparation of contracts, grants and reports including monitoring and tracking, receipt,
preparation of Contract Review Form and tracking through process and final dissemination and filing.
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Assists with department personnel management functions including maintenance of personnel files,
typing evaluations, distribution and filing, sets up interviews, and prepares application/interview
response letters.
Researches and assists in the planning and developing of methods, layouts, arrangements, filing systems,
and other details of the administrative function as directed or requested.
Performs as receptionist as required including answering telephones and giving information to callers, or
routing calls to appropriate official and places outgoing calls; greeting visitors. Resolved more
complicated, sensitive, or conflict matters referred by other staff.
Retrieval of incoming mail and preparation and delivery of outgoing mail including billings, payroll,
budget forms, and other materials/equipment. Locates and attaches appropriate file to correspondence to
be answered by employer. Supply pick up, and preparation, and delivery of bulk mailings.
Performs medical transcription.
SUPERVISORY RESPONSIBILITIES
This job has no supervisory responsibilities.
QUALIFICATIONS To perform this job successfully, an individual must be able to perform each
essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill,
and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities
to perform the essential functions.
EDUCATION and/or EXPERIENCE
High school diploma or general education degree (GED); and three (3) years of related
experience and/or training; and two (2) years as a clerk of a lower classification in Jefferson
County or another municipal government; or equivalent combination of education and
expenence.
LANGUAGE SKILLS
Ability to read and interpret documents such as safety rules, operating and maintenance
instructions, and procedure manuals. Ability to write routine reports and correspondence.
Ability to speak effectively before groups of customers or employees of organization.
MATHEMATICAL SKILLS
Ability to calculate figures and amounts such as discounts, interest, commissions, proportions,
percentages, area, circumference, and volume. Ability to apply concepts of basic algebra and
geometry.
REASONING ABILITY
Ability to apply common sense understanding to carry out instructions furnished in written, oral,
or diagram form. Ability to deal with problems involving several concrete variables in
standardized situations.
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CERTIFICATES, LICENSES, REGISTRATIONS
Valid Washington State Driver's License
OTHER SKILLS AND ABILITIES
Knowledge of business, secretarial and clerical procedures, formats, vocabulary, vouchering procedures
and technicalities associated with the department to perform specialized duties such as basic accounting,
reception, cashier, and file/records clerk.
Ability to work independently and in a work environment. Ability to secure and impart information
accurately.
Understands the need for maintaining confidentiality of sensitive information.
Knowledge of computers and skill in using spreadsheet, word processing, Desktop publishing and other
software programs used in the operation of the department.
Ability to use any specialized office equipment, such as a personal computer and peripheral computer
equipment, cash register, 10 key calculator, or typewriter.
Knowledge of departmental procedures, including applicable laws for State Health agencies and County
regulations, policies, and procedures.
Must possess a professional attitude, diplomacy, patience, tact and understanding when dealing with the
public.
Ability to exchange routine information with other employees, the public, and outside agencies while
maintaining effective and harmonious relations.
Knowledge of time management and organizational skills and ability to function with frequent
interruptions, and in high stress and crowded surroundings.
PHYSICAL DEMANDS The physical demands described here are representative of those that
must be met by an employee to successfully perform the essential functions of this job. Reasonable
accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is regularly required to use hands to finger,
handle, or feel and talk or hear. The employee frequently is required to stand, walk, and sit. The
employee is occasionally required to reach with hands and arms and climb or balance. The employee
must occasionally lift and/or move up to 50 pounds. Specific vision abilities required by this job include
close vision, distance vision, peripheral vision, and ability to adjust focus.
WORK ENVIRONMENT The work environment characteristics described here are
representative of those an employee encounters while performing the essential functions of this job.
Reasonable accommodations may be made to enable individuals with disabilities to perform the
essential functions.
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The noise level in the work environment is usually moderate.
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