Administrative Assistant IV Ph

Administrative Assistant IV

Public Health

Dept/Div: Public Health/N/A FLSA Status: Non-Exempt

General Definition of Work

Performs intermediate skilled administrative support work acting as the primary administrative support professional for the department and staff leading several low level programs assisting customers and related work as apparent or assigned. Work is performed under the limited supervision of the Public Health Director.

Qualification Requirements

To perform this job successfully an individual must be able to perform each essential function satisfactorily. The requirements listed below are representative of the knowledge skill and/or ability required. Reasonable accommodations may be made to enable an individual with disabilities to perform the essential functions.

Essential Functions

• Performs general clerical and administrative support duties for the director supervisors and staff; composes letters; develops and designs forms brochures flyers records and reports; transcribes and takes minutes of meetings or hearings; copies materials; maintains filing systems and electronic data management system (EDMS) by scanning and indexing documents to the applicable program.
• Manages and orders office supplies and forms.
• Responds to and assists walk-ins and telephone inquiries; forwards customers to the appropriate staff member or program.
• Manages low-level program needs including administration record keeping and correspondence.
• Processes and assists with managing forms applications and other documents by reviewing completed forms for completeness verifying information performing necessary calculations and performing data entry in compliance with local state and federal regulations.
• Prepares forms listings information and statistical reports or documents by gathering receiving and compiling required data from several sources; compares information to verify accuracy and formats data; forwards information requests to applicable party including internal and external agency requests.
• Performs cashiering duties; collects verifies accepts and records payments tenders receipts and balances deposits. Provides back up to the Medical Billing & Grant Specialist.
• Bilingual staff will use their skills to greet and communicate with customers on the telephone and at the check in window; provide back up and interpret for WIC Waiver and Family Health clients when the Family Services Collaborative (FSC) Interpreter is not available and occasionally assist other county departments with interpreting both verbally and written forms. Translates forms that are written in English to Spanish.
• Delegated Case Aide activities including administrative support to clients and case managers. Prepare and process forms applications and other paperwork including updating care plans and entering service agreements and screening documents. Prepare case files and reports for new clients assessments and reassessments. Maintain files complete administrative tasks communicate with case managers clients and outside agencies. Assist case managers with referrals coordinating transportation and ordering supplies/equipment for clients. Compiles data for state and health plan audits.
• Maintains confidentiality; follows and understands HIPAA and data privacy laws and policy.
• Designated Social Media Administrator; maintains and updates the public health webpage and Facebook page.
• Delegated Public Health Emergency Preparedness duties including MN Responds and MDH (Minnesota Department of Health) Workspace Administrator and 24/7 contact. Acknowledges Health Alerts and Advisories sent to Public Health by MDH and forwards them to hospitals clinics and Health Alert Network (HAN) partners; monitors and tracks response rates.
• Assists the Sanitarian with the administration of the MDH Delegation Agreement by maintaining the database of establishments processing applications sending out invoices collecting payments and balancing deposits; issues licenses and permits after approval by Sanitarian.
• Schedules appointments for WIC clients and manages client flow during clinic days. Schedules appointments & makes reminder calls for WIC clients and manages client flow during clinic days.
• Schedules dental appointments and recalls for the Healthy Smiles program; collects Performance Measure data related to rates. Provides administrative support to the Registered Dental Hygienist on clinic days.
• Assists with office orientation and training for new staff and students.
• Provides orientation work direction and oversight to temporary clerical employees as needed.
• Participates in Continuous Quality Improvement (QI) and Performance Management (PM) activities; works to achieve Health Equity by addressing the social determinants of health.

Knowledge Skills and Abilities

Thorough knowledge of county policies procedures and guidelines; comprehensive skill operating standard office equipment and related hardware and software including Microsoft Word Excel Publisher Access; HUBERT (WIC) MN-ITS MMIS MIIC (Immunizations registry) CHAMP (clinical software) CATCH (C&TC) FAP (Follow Along Program) Application Extender Bridgeview (BC/BS) MnCHOICES MnSP Infoview One Call Now; thorough skill using standard accounting software; thorough skill creating reports records files and billing statements according to predetermined standards; thorough skill composing publications and correspondence; thorough skill collecting and organizing information into an understandable format; ability to compute rates ratios and percentages; ability to work with customers with varied backgrounds; ability to establish and maintain effective working relationships with staff and the general public: Ability to speak Spanish highly desired.

Education and Experience

High school diploma or GED and moderate experience working in a clerical support role or equivalent combination of education and experience.

Physical Requirements

This work requires the occasional exertion of up to 50 pounds of force; work regularly requires sitting speaking or hearing using hands to finger handle or feel and repetitive motions frequently requires standing and reaching with hands and arms and occasionally requires walking climbing or balancing stooping kneeling crouching or crawling pushing or pulling and lifting; work has standard vision requirements; vocal communication is required for expressing or exchanging ideas by means of the spoken word; hearing is required to perceive information at normal spoken word levels; work requires preparing and analyzing written or computer data operating machines and observing general surroundings and activities; work occasionally requires exposure to outdoor weather conditions wearing a self contained breathing apparatus exposure to bloodborne pathogens and may be required to wear specialized personal protective equipment and exposure to communicable diseases; work is generally in a moderately noisy location (e.g. business office light traffic).

Special Requirements

Applicable training to obtain department level knowledge will be provided.

Other Requirements

The incumbent may encounter not public data in the course of these duties. Any access to not public data should be strictly limited to accessing the data that are necessary to fulfill the employment responsibility. While data are being accessed incumbent should take reasonable measures to ensure the not public data are not accessed by individuals without a work reason. Once the work reason to access the data is reasonably finished incumbent must properly store the not public data according to the provisions Ch. 13. If a new work assignment requires access to not public data the incumbent is permitted to access not public data for the work assignment purposes only. Any access to not public data must be strictly limited to the data necessary to complete the work assignment and after the assignment is completed the employees work assignment no longer requires access.

Minimum Qualifications

1. High school diploma or GED
2. Moderate experience working in a clerical support role or equivalent combination of education and experience.
3. Some knowledge & experience working in or with public health programs.
4. Valid drivers license in the State of Minnesota.