Administrative Assistant

SUMMARY

This is a multifunctional position responsible for providing administrative and office support in the daily operation of the Montgomery County Coroner’s office and to the public. The hired candidate will maintain the highest integrity while providing customer support to both internal and external clients.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Provide direct support to the Coroner;
• Assist Office Manager with business operations, programs, training, and other functions;
• Provides customer service to constituents, answers telephone and greets visitors, provides information and assistance, refers to appropriate personnel as needed;
• Delegates or transfers calls in a timely manner;
• Take messages and make appointments with family members wishing to view their loved one’s reports;
• Maintain daily visitor log, ensure visitors have proper ID or credentials;
• Review and process data into the death reporting system;
• Maintains case files and track coroner cases through fruition;
• Provide direct support to the full-time forensic pathologist, provide transcription when needed, edit and format draft reports into final format, provide pathologist with documentation regarding medical history or police reports;
• Prepares a variety of correspondence, reports and forms;
• Schedule meetings and prepare conference room(s) for visitors;
• Assists Funeral Home personnel with online portal or other needs;
• Provide general support to office personnel;
• Completes inventory of office supplies, and tracks office asset list;
• Performs other duties as assigned or requested, and assist with special projects;
• Process incoming records request from family, law enforcement, hospitals, attorneys and the general public;
• Organize and track open records request through to case completion;
• Create quality copies of coroner reports, photographs and burn CD’s;
• Ability to review documents for accuracy and completeness;
• Compose letters and memoranda and explain policies and procedures to public;
• Communicate with requestors to ensure they receive the records needed and not retrieving unnecessary documents;
• Respond and process cause of death forms for law enforcement agencies as requested and track pending cases. Provide final cause of death forms when needed;
• Record completed records request into death reporting database;
• Create and distribute invoices;
• Process payments for records request for accounts receivable;
• Work closely with staff at all levels of the department and act as a liaison between office and public;
• Develop social media content and attend weekly meetings in collaboration with Social Media Think Tank Team;
• Create and distribute press releases when appropriate;
• Notify and collaborate with news organizations on topics of public interest.

QUALIFICATION REQUIREMENTS

• Minimum of High School Diploma, or equivalency;
• Minimum of 2 years related experience;
• Must be computer literate with recent work experience using a computer;
• Expert knowledge of Microsoft Office Suite;
• Medicolegal experience is preferred, but not required;
• Ability to work in multiple computer systems/applications simultaneously;
• Understands the importance of maintaining confidentiality and able to maintain confidentiality;
• Good inter-personal, oral and written communications skills are required;
• Must be accurate, detail-oriented, ability to multi-task, and well organized;
• Must project a professional demeanor, at all times;
• Ability to operate a variety of office equipment including but not limited to computer/printer, telephone, xerox copier, and fax machines.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be me by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Ability to sit, stand and walk for moderate periods of time. Occasionally may be required to do medium level and/or heavy level physical work that would include reaching, walking, pushing, pulling and lifting.

WORK ENVIRONMENT:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential function. The noise level in the work environment is usually moderate.

Employee Benefits | Montgomery County, PA - Official Website (montcopa.org)