Administrative Assistant (Austin Public Health)

austintexas; Austin (TX); On-site; USD 30,000 - 33,000; Full time

Job summary

Austin Public Health is seeking an administrative support specialist in the Austin area. The role involves greeting visitors, handling calls, managing records, and assisting with WIC eligibility screening and certification.

You will enter data, prepare reports, and support daily operations across clinic locations. The position is grant-funded, requires a high school diploma and 3+ years of clerical experience, and prefers English/Spanish bilingual abilities.

Qualifications

• Graduation from an accredited high school or equivalent, plus three (3) years of general clerical/secretarial experience.
• Education and/or experience may substitute for the minimum qualifications.
• Bilingual English/Spanish preferred; experience in health care settings is a plus.

Responsibilities

• Greet visitors, answer multi-line phones, and direct inquiries to the appropriate staff.
• Maintain office supply inventories and place orders.
• Schedule and coordinate meetings.
• Enter data and generate routine reports.
• Assist with WIC eligibility screening and certification processes.

Skills

Customer service

Bilingual English/Spanish

Microsoft Office

Data entry

Time management

Education

High school diploma or equivalent

Tools

MOSAICT TXIN

eCW

Epic Systems

Job description

About This Position

Job Description:

Purpose:

Work in conjunction with other administrative personnel to perform a wide variety of administrative support tasks.

Duties, Functions and Responsibilities:

• Greets visitors, handles their inquiries, and directs them to the appropriate person.
• Answers multi-line telephones, or two-way radios and directs calls or takes messages.
• Maintains office supply inventories by placing orders.
• Schedules and coordinates meetings.
• Distributes, disperses, and reconciles petty cash requests.
• Types letters, memos, forms and other correspondence.
• Picks up, sorts and delivers mail to appropriate person.
• Files and retrieves documents, records and reports.
• Maintains records, enters data and retrieves data as needed.
• Analyzes and interprets data and prepares reports.

Responsibilities - Supervisor and/or Leadership Exercised:

None.

Knowledge, Skills, and Abilities :

• Must possess required knowledge, skills, abilities, and experience and be able to explain and demonstrate, with or without reasonable accommodations, that the essential functions of the job can be performed.
• Knowledge of applicable processes, techniques and methods.
• Knowledge of city practices, policy and procedures.
• Skill in oral and written communications.
• Skill in using computers and related software.
• Skill in handling multiple tasks and prioritizing.
• Skill in data analysis and problem solving.
• Skill in planning and organizing.
• Ability to work with frequent interruptions and changes in priorities.
• Ability to establish and maintain good working relationships with city employees and the public.

Minimum Qualifications:

Graduation from an accredited high school or equivalent, plus three (3) years of experience in general clerical/secretarial experience.

Education and or experience will substitute for the minimum qualifications.

Licenses and Certifications Required :

None.

Preferred Qualifications:

• Experience providing customer service in a health care or clinical setting.
• Bilingual - English/Spanish.
• Reliable transportation and flexibility to work in clinic locations in Travis and Bastrop counties.
• Ability to work outside the hours of 8am-5pm, including some weekends.
• Experience and proficiency with electronic health record systems (e.g., MOSAIC-TXIN, eCW, Epic Systems).
• Proficiency with Microsoft Office applications.
• Experience communicating effectively in a health care setting.

Notes to Candidate:

Position Overview:

The ideal candidate should excel in delivering exceptional customer service, work efficiently to assist clients and have a passion to serve the public. Responsibilities include conducting WIC eligibility screening including income screening, identification and residency verification; supporting the application and certification process. Greeting customers in person and over the phone. Entering data into software applications following established policies and procedures. This role also ensures that applicants fully comprehend all eligibility requirements and necessary documents for appointments and expectations requiring qualifications for the WIC program. The position also involves generating reports and conducting audits in line with WIC guidelines as well as following protocols for inventory management. Community engagement to encourage participation is another key aspect of this role.

Salary Range : Min : $22.05 to Mid : $24.26

Location: Various Locations within the Austin Metro

General Work Schedule:

Monday - Thursday 7:30 AM - 4:30 PM (half hour for lunch), Friday , 7:30 AM- 1:30 PM. (This position is NOT eligible for telework) *Hours may vary due to operational needs.

Grant Funded Position:

This position is grant-funded, meaning its financial support comes from allocated funds that may be modified, reduced, or canceled at the discretion of the City of Austin or the grant provider.

Who We Are :

Austin Public Health (APH) works to ensure that the community is protected from disease and other public health threats, and to empower others to live healthier, safer lives. This position supports Austin Public Health's Mission and Core Purpose identified in the Austin Public Health Strategic Plan .

Why Join Us?

• Meaningful Work
  Contribute to services and programs that improve the lives of the people in our community. Your work directly enables our department to deliver tangible resources, knowledge, and services in high-impact areas.
• Innovation and Collaboration
  Collaborate with diverse and talented teams, leveraging technology, continuous improvement, and best practices to drive progress and deliver meaningful services to the Greater Austin Area.
• Professional Growth and Development