Administrative Assistant

3 weeks ago

Holland, United States miOttawa.org Full time

Under the supervision of the Environmental Health Manager, provides administrative and secretarial support for the Environmental Health Team. Provides budget, accounting, records management, and office administration services. Supervises office support employees and plans, delegates, and schedules clerical duties. Develops and implements office operating policies and procedures, administers budgets, and ensures the provision of efficient and effective office support.

**Essential Job Functions**:
The essential functions of this position include, but are not limited to, the following:

- Provides a variety of administrative and secretarial support services for the department, including serving as back up for all clerical and support staff functions.
- Administers policies and procedures for; participates in the selection and hiring of; provides training, schedules and work direction for; evaluates the performance of, and fulfills other supervisory functions for the Environmental technical Support Clerk(s) and Environmental Health Clerks.
- Develops, maintains, modifies and implements office operating policies and procedures, to ensure compliance with accreditation requirements and Minimum Program Requirements for environmental health and public health file maintenance practices and financial recording practices.
- Provides oversight of basic accounting and financial reporting including cashiering, daily balancing, and payable invoices, and ensures compliance with financial recording practices.
- Monitors activity for multiple budgets, grants, tracks line item expenditures against authorized and allocated funds, and prepares budget adjustment requests and line-item transfers. Identifies potential issues and projects future year expenditures. Plays a support role in the budget drafting process and produces documentation for budget.
- Prepares agenda items and minutes and attends meetings held by the various teams within Environmental Health.
- Schedules a variety of meetings, secures meeting sites and ancillary services such as projection equipment, prepares and distributes agendas, and prepares and distributes other participant materials.
- Prepares a variety of documents, correspondence, contracts, financial reports, and presentation materials for the Manager and other members of the department for meetings, committee presentations, and proposals to Board of Health and Human Services.
- Works with customers to resolve issues or complaints regarding the quality of service received and/or to respond to service requests requiring a more thorough knowledge of records, fee structures, processes and/or other aspects of the department’s operations.
- Assists with special projects by making calls, collecting and compiling information, checking on various potential sources of information, and providing related support assistance. Works with Department Heads and staff to obtain needed information.
- Performs other functions as assigned.

**Required Education, Training and Experience**:
Associates degree in business administration, accounting, or related area preferred, combined with four (4) years of progressively responsible office management, accounting, secretarial, or related administrative experience; or an equivalent combination of education and experience.

**Additional Requirements and Information**:
**Required Knowledge & Skills**:

- Good working knowledge of Environmental Health administrative practices and principles.
- Working knowledge of supervisory practices and principles.
- Good working knowledge of fund accounting and budgeting practices and principles.
- Working knowledge of records management practices and principles.
- Fast and accurate keyboarding skills.
- Accurate mathematical skills.
- Excellent organizational skills and the ability to prioritize the workload.
- Excellent proofreading skills and attention to detail.
- Good interpersonal and customer service skills, including good verbal and written communications skills.

**Physical Requirements**:
Must be able to perform essential job functions with or without reasonable accommodations, including, but not limited to, visual and/or audiological appliances and devices to increase mobility.
**Working Conditions**:
Work is performed in a normal office environment. Must be willing and able to work occasional weekend and evening shifts to accommodate public health needs. Position requires occasional field visits to regulated establishments in Ottawa County.
**Disclaimer**:
This job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee. Duties, responsibilities, and activities may change, or new ones may be assigned, at any time with or without notice.
- Ottawa County is an Equal Opportunity Employer_

Under the supervision of the Environmental Health Manager, provides administrative and secretarial support for the Environmental Health Team. Provides bu

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