Administrative Assistant - Health Department

City-of-Joplin,-Mo; Joplin (MO); On-site; USD 36,000 - 48,000; Full time

Job summary

The City of Joplin is seeking an administrative support professional to perform a variety of routine, complex and specialized tasks in support of a specific division. You will handle inquiries, process documents and maintain records while ensuring accuracy and confidentiality.

Under general supervision, this role emphasizes customer service, data entry, and proficient use of Microsoft Office Suite. A high school diploma or GED is required, with advanced coursework preferred and may substitute

Qualifications

• Two years of administrative support experience.
• Proficient in MS Office applications.
• Excellent written and verbal communication.

Responsibilities

• Answers phone calls and in-person requests from the public and City staff; researches and follows up.
• Provides timely, professional customer service to the public and staff.
• Processes payment requests and reimbursements for employees.
• Processes purchase orders and maintains varied records and files.
• Processes documents, forms, and permits for departmental use.
• Enters routine data into computerized systems accurately.
• Maintains confidential records in compliance with laws and City rules.
• Researches and prepares reports on Department activities.
• Provides public information in line with Missouri Sunshine Law and City policy.
• Performs routine office duties such as filing, copying, faxing, drafting correspondence.

Skills

Customer service

Data entry

Record keeping

Education

High School Diploma or GED

Advanced coursework in Office Management/Office Practices

Tools

Microsoft Office Suite

Job description

Requires successful post-offer completion of a background investigation, physical exam, and drug test (including THC) as a condition of employment with the City of Joplin. Must be able to keyboard at least 40 words per minute, net.

Primary Purpose

Under general supervision; performs a variety of routine, complex and specialized administration support activities to support a specific division or department.

Essential Job Functions

• Answers phone calls and in-person requests from public and City staff; provides appropriate information or researches requests and follows-up with the caller in a timely manner. Refers callers needing information outside their scope or knowledge to the appropriate staff member for resolution.
• Provides timely and professional customer service to the public and city staff.
• Processes payment requests for payment to outside entities or reimbursement for employees.
• Processes purchase orders. Maintains a variety of records and files, including business inspection reports.
• Processes documents, forms, and permits for departmental use.
• Creates and maintains accurate records related to program participants/patients/defendants/victims incompliance with Federal, State, and local statutes, regulations, or policies.
  
• Enters routine, detailed and confidential data accurately into computerized systems for departmental use and reporting purposes.
• Maintains records and filing systems containing specialized or confidential information and materials in compliance with the State and City recordkeeping requirements.
• Researches and prepares various reports and correspondence regarding Department activities/programs.
• Provides public information to citizens in compliance with Missouri Sunshine Law and City policy.
• Performs routine office duties such as filing, copying, faxing, drafting correspondence, emails, etc. for use by self or on behalf of other City staff.

Minimum Qualifications

Knowledge of: Basic bookkeeping procedures; general office procedures including filing systems, formats for various reports and correspondence; operation of standard office equipment and machines; Microsoft Office Suite.
Skill in: Establishing and maintaining effective working relationships with City employees and the public; recording and transcribing meeting minutes; operating standard office equipment and machines including computers, FAX machines, copiers, calculators, and telephones; operating keyboard to type correspondence and/or enter information into various computerized databases; preparing various records, reports, and correspondence using appropriate format; maintaining filing and records systems; providing customer service to staff and the public; Microsoft Office Suite.
Education: High school diploma or GED equivalent required. Advanced coursework in Office Management, Office Practices, or closely related discipline is preferred and may be substituted for one year of required experience.
Experience: Two years of administrative support or related work experience required.
Licenses and Certifications: Possess and maintain a valid state issued driver's license.