Administrative Aide I

Black Hawk County (IA); Iowa (LA); On-site; USD 42,000 - 54,000; Full time

Job summary

Black Hawk County Health Department is seeking an Administrative Assistant to provide clerical support for the assigned program areas. Under the general direction of the Executive Administrative Aide, you will perform essential administrative tasks and interact with the public and other departments.

The role requires reliable attendance, proficiency in Microsoft Office (Excel at an intermediate level), strong communication, and meticulous record-keeping to support grant billings, licenses, and

Qualifications

• High school diploma or GED required.
• 1-3 years clerical/administrative experience preferred; medical office experience helpful.
• Proficient with Microsoft Office; Excel at an intermediate level.
• Excellent verbal and written communication skills.
• Maintain high accuracy, organization and attention to detail.
• Ability to manage paper and electronic filing systems.
• Ability to operate general office equipment.

Responsibilities

• Provide administrative support to assigned program areas as requested.
• Prepare electronic reports and confidential documents.
• Maintain records and ensure HIPAA compliance.
• Prepare monthly grant/contract billings.
• Prepare and reconcile monthly license/permit/fee billings.
• Review financial documentation for revenue-based fees categories.
• Monitor inventory levels and maintain supply system.
• Represent Health Department professionally with the public and vendors.
• Handle inquiries and route to appropriate area.
• Maintain department vehicle fleet; schedule maintenance and compile mileage reports.
• Assist with reception coverage and coordination of meetings/events.
• Process incoming/outgoing mail for the department.
• Other duties as assigned.

Skills

MS Office

Excel

Verbal communication

Written communication

Attention to detail

Organizational skills

HIPAA compliance

Customer service

Education

High school diploma or GED

Tools

Microsoft Office

Job description

Under general direction of the Executive Administrative Aide and performs administrative support duties for assigned program area(s) and respective program managers.

• Must be capable of regular and predictable attendance at a specified location to perform assigned tasks.
• Provides administrative support to assigned program areas as requested.
• Prepares electronic reports and confidential documents.
• Organizes, maintains and updates records and complies with HIPAA regulations.
• Prepares monthly grant/contract billings.
• Prepares and reconciles monthly license/permit/fee for service billings.
• Reviews financial documentation to determine the appropriate categories for revenue-based fees.
• Monitors inventory levels by maintaining a system of supply and/or material.
• Represents the Health Department in a professional and courteous manner when in daily contact with the public, vendors, employees, other department heads and Board of Health members.
• Receives and addresses complaints, concerns or general correspondence from the public and routes to appropriate area.
• Maintains department's vehicle fleet, schedules vehicle maintenance, and compiles monthly mileage reports for grant billings.
• Assists with reception coverage as needed.
• Assists with coordination of councils, meetings, trainings, and special events as delegated by management.
• Processes incoming/outgoing mail for department as needed.
• Other duties may be assigned.

• High school diploma or general education degree (GED).
• 1-3 Years previous clerical or administrative experience required; Experience working in a medical office environment and handling medical records is preferred.
• Proficient with Microsoft Office. Intermediate skill level in Excel is required.
• Requires excellent verbal and written communication skills.
• Must maintain a high level of accuracy, organization, and attention to detail.
• Ability to manage paper and electronic filing systems.
• Ability to troubleshoot and resolve problems of normal to moderate difficulty.
• Ability to operate general office equipment such as, but not limited to, telephone, copier, fax, scanner and computer.
• Ability to establish and maintain good working relationships with county employees of all levels, outside agencies, and the general public in a personable and professional manner in all forms of communication.

The work environment and physical demand 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. Refer to the "Essential and Marginal Function Analysis" statement for a complete description of essential functions and functional requirements.

• Position is in an indoor office setting and requires frequent use of office equipment such as computers, copies, fax machines, telephones.
• Position requires frequent use of hand, fingers, arms and near vision.
• Position requires substantial interaction/communication with other employees as well as the general public and department affiliates.