Administrative Assistant

Administrative Assistant (Part-Time - 21 Hours Per Week)

Monday-Tuesday-Wednesday from 8:00 AM to 4:00 PM

Minimum Qualifications: Minimum of Associate Degree or equivalent experience in administration, accounting, human resources, communications, public health, or related field. Must have thorough knowledge of business and strong clerical, organizational, and oral and written communication skills. Must have experience with administrative operations and computer programs including but not limited to: Microsoft 365. Extensive computer experience required. Must have knowledge of general office procedures/equipment and be able to work effectively under stress. Experience dealing with Board conduct and management preferred. Must possess the ability to handle customer calls and public relations problems effectively. Must maintain strict confidentiality at all times. Teamwork and professionalism is a must.

Must have the ability to work with diverse community groups. Must have a dependable vehicle for use during work hours, valid Illinois Driver's License, and appropriate auto insurance. Must be physically able to get in and out of a car many times per day in all types of weather. This position requires an individual be physically able to meet the demands of the job including bending, squatting, lifting up to (30) pounds.

Summary of Job Duties:

1) Completes high level administrative, human resources, and general clerical duties in Administration including, but not limited to filing, billing, mail distribution, procurement, human resources, and other duties as assigned by the Administrator, CFO, and Director of Human Resources.

2) Acts as liaison to Board of Health; coordinates communication to Board Members and is responsible for Board setup and documentation. Maintains and updates Board of Health (BOH)-related information on the MCHD website.

3) Prepares meeting minutes for internal staff meetings, as assigned.

4) Completes human resources administrative assistant by completing the following duties as assigned:

· Assisting with employee recognition programs

· Prepares documents for employees and new hires

· Updates employee roster, fleet list, and internal phone list.

5) Receives, sorts, and delivers mail and packages from USPS, UPS, Fed-Ex, Amazon, and/or any other vendor.

6) Acts as back-up to deliver necessary documents, deposits, and records to the Macon County Building and other locations as needed.

7) Acts as a back-up for postage meter: lease, supplies, updates, adding postage, etc.

8) Uses technology to accomplish any computer-related functions including, but not limited to copying, scanning, or other related activities.

9) Performs other duties as requested by Division Directors.

10) Performs other duties as requested by the Chief Financial Officer, Director of Human Resources, and Administrator. This description is intended to indicate the kinds of tasks and levels of difficulty that will be required of positions that will be given this title and shall not be construed as declaring what the specific duties and responsibilities of any particular position shall be. It is not intended to limit or in any way modify the right of any Supervisor to assign, direct and control the work of employees under his/her supervision. The use of a particular expression or illustration describing the duties shall not be held to exclude other duties not mentioned that are of similar kind or level of difficulty.

11) Retains knowledge about all MCHD programs in order to provide appropriate referrals.

12) Adheres to MCHD personnel policies.

13) Complies with MCHD policy to be on call 24 hours per day 7 days per week in an emergent situation in Macon County or elsewhere as needed.

14) Signs Confidentiality Form and adheres to confidentiality policies. Responsible at all times to protect the confidentiality of all fiscal and client information.

15) Required to pass Alcohol/Drug Screen, Criminal Background Check, and Motor Vehicle Record Check.

16) Abides by the Health Insurance Portability and Accountability Act (HIPAA) policies/procedures as established by the MCHD.

17) Professionally represents the MCHD as evidenced by appearance, conduct, and respect to customers, co-workers, and employees of other community services, businesses, etc.

18) Promotes customer service, customer satisfaction, and customer retention by providing a professional, friendly, service-minded approach to all customers.

19) Promotes and enhances the functions and mission of the Macon County Health Department by supporting the agency and its employees in a positive manner and providing assistance when needed.

How to Apply: Applications can be picked up at the Macon County Health Department Front Desk at 1221 E. Condit, Decatur, Illinois, or you can go to our website, to print a copy of the application.

The Macon County Health Department is an Equal Opportunity Employer and Drug Free Workplace.

Job Type: Full-time

Pay: $19.29 per hour

Expected hours: 21 per week

Work Location: In person