ADMINISTRATIVE ASSISTANT

ADMINISTRATIVE ASSISTANT

Salary: 110 - $30,998.00 minimum salary

SECTION I-JOB DESCRIPTION

SUMMARY:

Under the supervision of the Health Administrator or designee. Performs high level administrative and technical duties in support of the Public Health Department. Assists in the administrative processes and systems to compose and prepare correspondence, handle inquiries and compile expense reports. Prioritizes conflicting needs, handles matters expeditiously and follows through on projects to successful completion. High level of energy is necessary for meeting strict deadlines and demands.

SECTION II-ESSENTIAL FUNCTIONS

• Employee will accurately document all time worked.
• Performs highly complex and technical administrative and clerical duties in support of the Public Health Department.
• Assists with the receptionist duties for the department, routing calls and taking messages as needed.
• Establishes and maintains effective working relations with all department staff and assists in meeting department goals.
• Conducts work responsibilities in a manner to ensure that all highly sensitive and confidential information is maintained at all times.
• Prioritizes department projects and organizes schedules to meet deadlines and recommends action to improve operating procedures as needed.
• Responsible for meeting strict deadlines and handling simultaneous assignments to obtain efficient and effective results.
• Coordinates and plans meetings.
• Prioritizes conflicting needs; handles matters expeditiously and follows through on projects to successful completion, often with deadline pressures.
• Establishes and maintains a sound working relationship with department staff, Cameron County departments, such as Purchasing, Accounts Payable, Civil/Legal Division and other entities including Texas Department of State Health Services.
• Prepares and coordinates travel agendas and logistics for Administration staff and other program staff as needed.
• Prepares written responses and documents related to the job, including memos, letters, inquiries, notifications, open record requests and emails.
• Prepares materials for meetings, including but not limited to, agendas, packets, minutes, presentations and audio-visual equipment.
• Works with department leadership team to ensure accurate and timely submission of program reports.
• Performs purchasing duties prior to inventory lapsing as needed and in accordance with Cameron County purchasing policies and procedures.
• Serves as the backup responsible for working with respective programs to ensure agenda items are prepared with appropriate signatures and appropriate documentation to be submitted in a timely manner.
• Responsible for organizing agenda packet for presentation to the Commissioner's Court meetings as needed.
• Maintains filing system for department documents and ensures proper execution and distribution of documents.
• Serves as support lead with department clerical staff to ensure consistency of office processes and procedures.
• Works in conjunction with department to coordinate, troubleshoot and assist in compliance with federal, state and county procedures.
• Initiates and works on various activities pertinent to the planning of specific or special department projects.
• Must maintain strong communication and organizational skills and exercise quality judgment skills.
• Prepares financial reports on project expenditures as assigned.
• Compiles data for reports obtained from various sources, including but not limited to, county/state databases and internet searches.
• Assists with the preparation of grant applications as needed.
• Reads and interprets incoming and outgoing mail, and ensures it is prioritized accordingly.
• Assists in the development of work standards and procedures and seeking solutions as needed.
• Performs or assigns routine work on own initiative as deemed necessary.
• Works on special projects as assigned by the Health Administrator or designee.
• Other duties as assigned.

SECTION III-JOB REQUIREMENTS

EDUCATION AND EXPERIENCE:

Must have a high school diploma or equivalent and three (3) years of experience performing complex technical duties OR Associates Degree in business, administration or related field and one (1) year of experience performing complex office duties.

KNOWLEDGE, SKILLS, AND ABILITIES:

Ability to maintain high level of confidentiality, strong communication and organizational skills and quality judgment skills. Strong computer skills in Outlook, Word, Excel and PowerPoint. Possess excellent interpersonal skills. Independent initiative, knowledge, judgment and tact. Strong organization, prioritization skills with attention to detail. Must be able to read and write English/Spanish. Able to handle simultaneous projects, work under pressure, work independently and efficiently. Ability to exercise good judgment. Must be able to communicate and relate to individuals of varying socioeconomic and cultural backgrounds. Ability to delegate duties appropriately. Knowledge of modern office practices and procedures and the use of office machines and equipment. Ability to understand and interpret policies and procedures. Must be able to effectively communicate in a professional and courteous manner.

SPECIAL REQUIREMENTS:

Must have a valid Texas Driver's License, comply with State of Texas Driving Laws, and maintain an acceptable driving record. Must have reliable transportation. Employees of Cameron County may be required to work during any natural disaster or emergency, extended hours and non-traditional work schedules (i.e., Saturdays and Sundays). Criminal background check is required for employment or continued employment.

PHYSICAL DEMANDS:

Good health and physical condition sufficient to permit full performance of the duties of the position. If additional assistance is required, employee must request assistance prior to performing the assignment.

SECTION III-JOB DIMENSIONS

CONTACTS:

EXTERNAL CONTACTS:

Occasional contact with other health, social, and educational care agencies, outside organizations. Frequent contact with clinic clientele. Communication is via telephone, written communication and face to face.

INTERNAL CONTACTS:

Establish, enhance and maintain professional working relationships with county departments such as Judge's Office, County Administration, Auditors, Purchasing, Accounts Payable, Civil/Legal Division and other entities as designed. Utilizes tact when dealing with County employees, health, social and educational care providers, and clientele regarding operations issues. Constant contact with County Personnel. Communicating is primarily face-to-face, via telephone and through written communication.

RESPONSIBILITY:

Comply with Cameron County and Public Health rules/regulations and display a positive public image. As a Cameron County employee, the identity of every client shall be kept confidential except to the extent necessary to carry out the purpose of an investigation, hearing, or judicial proceeding.

DIFFICULTY:

Judgement is required to ensure completion of job activities as assigned by the Immediate Supervisor or designee. Uses discretion to achieve work goals. Initiative is constantly required to achieve work goals.

GUIDANCE:

As assigned by Immediate Supervisor or designee. It is the responsibility of the employee to know and maintain contact with their Immediate Supervisor or designee.

WORKING CONDITION:

Working conditions are primarily in a clinic, office, or community center.

This is a Civil Service covered position. Testing requirements will follow section 2.32 of the Civil Service Rules and Regulations Handbook. Probationary period will follow section 2.35 of the Civil Service Rules and Regulations Handbook.

Benefits: Cameron County Offers Excellent Fringe Benefits, Including: Health and Life Insurance Protection, Sick and Annual Leave, Retirement System, and Paid Holidays. Cameron County has a mandatory direct deposit payroll program.

AA/EEO/MFD EMPLOYER