What are the responsibilities and job description for the Administrative Assistant position at Kanabec County?
A background will be done on all finalists
Job Summary
This is a highly responsible position working with a great deal of independence and responsibility. This position is responsible for performing a variety of secretarial, bookkeeping, public contact and administrative duties in assisting the Health & Human Services Directors. The employee must be able to develop their own procedures and carry work through to completion.
Some Examples of Essential Duties
90% Administrative Assistant
1. Acts as assistant to the Health & Human Service Directors and performs support work as necessary to assist the Directors in the efficient functioning of the Public Health Department and Family Service Agency.
2. Screens callers, answers inquiries, explains policies and arranges appointments
3. Compiles data for administrative analysis, i.e., questionnaires, public reports, and so forth.
4. Conducts research. Prepares worksheets, tables, etc.
5. Performs complex computer operations, including word processor, database and spreadsheet set-up and operation.
6. Prepares information for quarterly and annual agency reports for Commissioners and State Auditors.
7. Prepares the monthly board packets for the County Board. Preparation includes reviewing the consistency of information with agency and county policy, and point out any questionable areas to the Directors of Public Health and Family Services.
8. Updates and maintains agency employee files.
9. Prepares minutes, letters, and other correspondence that may be highly sensitive.
10. Assists the Health & Human Services Directors with special projects.
11. Performs MN DHS NetStudy 2.0 background studies for Health and Human Services and Timber Trails Public Transit new employees.
12. Prepares vouchers for payment, assists in verifying payments.
13. Completes agency credentialing and re-credentialing with all health plans for both departments.
14. Local Collaborative and Time Study (LCTS) Coordinator – schedules Family Servies Collaborative Board meetings, acts as the secretary to this Board, prepares annual reports and submits to DHS, agendas, board packets, etc. for these Board meetings, schedules speaker, monitors the Random Moments, acts as the validator for Random Moments.
15. Maintains list of contracts and ensures appropriate contracts for the departments are procured in a timely manner.
10% Miscellaneous
1. Types, mails and distributes letters, memos, reports, notices, bulletins, meeting agendas, minutes, condensed minutes, etc.
2. Acts as a resource for the public, county employees & elected officials.
3. Delivers documents and materials.
4. Orders materials and picks up supplies.
5. Attends training as required.
6. Assist in response to the Public Health Emergency as directed by Health and Human Service Directors.
7. Performs related work as required.
Competencies Common to All County Positions
- Develops, maintains a thorough working knowledge of, and complies with all departmental and applicable County policies and procedures.
- Demonstrates regular and reliable attendance and punctuality.
- Demonstrates by personal example the qualities inherent in public service, excellence, and integrity expected from all staff.
- Develops respectful and cooperative working relationships with co-workers, including willing assistance to newer staff so job responsibilities can be performed with confidence as quickly as possible.
- Confers regularly with and keep immediate supervisor informed of all important matters which pertain to the applicable job functions and responsibilities.
- Represents Kanabec County in a professional manner to the public, outside contacts and constituencies.
Qualifications
- High School graduate plus 2 years Vo-Tech
- 3 years job related experience
- Valid Driver's license
Knowledge, Skills and Abilities Desired
- Considerable Knowledge in the use of the Microsoft Office Suite, including Word, Excel and Power Point.
- Skilled in keyboarding.
- Skilled in written and oral communication.
- Skilled in office organization, including filing, scheduling, and so forth.
- Ability to deal with difficult and sometimes complex verbal communications with tact and diplomacy.
- Ability to make sound judgments based on county policy, supervisor preferences and past experience.
- Ability to manage time wisely and to deal with the stress caused by interruptions and deadlines.
- Ability to perform detailed work with a high degree of accuracy.
- Ability to establish and maintain effective working relationships with, county officials, employees and the public