Executive Assistant

POSITION: Executive Assistant

DEPARTMENT: Health

WORK SCHEDULE: 8:00 a.m. - 4:30 p.m., M-F

SALARY: $2,165.58 Biweekly

Incumbent serves as Executive Assistant for the Tippecanoe County Health Department, responsible for supporting the department in daily operations through various functions in the environmental division and financial section including budgeting, bookkeeping, and supervising staff.

DUTIES:

Maintains Department budget accounts according to State Board of Accounts requirements, including posting receipts and disbursements to manual ledgers, making bank deposits, reconciling fund accounts with monthly Auditor's records, preparing requests for fund transfers and additional appropriations as needed, and preparing periodic financial reports as required or requested.

Performs various bookkeeping tasks such as receiving and receipting various fees, preparing fee collection report for Auditor, preparing expense reports for Administrator, tabulating department automobile mileage for reimbursement, and receiving billing, filing claims, and preparing vouchers for various grants.

Supervises assigned interns and part-time grant funded positions including interviewing candidates and making hiring recommendations, reviewing position documentation and obtaining approval of supervisor, providing new employee orientation, planning, delegating and controlling work assignments, establishing work goals, providing training, evaluating performance, recommending personnel actions such as promotions, transfers, and demotions, communicating and administering personnel programs and procedures, and keeping supervisor and assigned staff informed of organizational developments.

Identifies alternative funding sources such as grants, preparing information required and writing grant, coordinating with personnel to ensure compliance and locate available funding, and maintaining required reporting, invoicing, and updates.

Prepares and processes Department claims/vouchers, including verifying charges and documentation, monitoring account balances, typing forms, obtaining signatures, and forwarding to Auditor.

Maintains Vector Control and Clandestine Lab reports and prepares Health Officer's Orders.

Answers telephone and greets office visitors, providing information and assistance, taking messages, and/or transferring/directing to appropriate individual or department. Receives and distributes department mail.

Enters various data into computer such as land development records and septic permit applications, maintaining related files as needed.

Maintains inventory of office and grant funding supplies, ordering/purchasing as needed.

Serves as area resource coordinator and educator, answering telephone inquiries, responding to area media, providing information and preparing presentations for various community groups and the public regarding department programs as required.

Serves as department liaison to various agencies, groups, and media personnel, issuing news releases, and representing department on various other committees and community organizations.

Performs assigned tasks for Administrator/Health Officer in his/her absence such as signing/executing contracts, providing assistance, and other essential functions.

Maintains and creates department policies and procedures.

Prepares reports for Environmental Division, Accounts Payable, and Accounts Receivable.

Performs related duties as assigned.

JOB REQUIREMENTS:

Bachelor Degree in Accounting, Business or related field or equivalent combination of education and experience equal to Bachelor's Degree.

Must be at least 18 years of age.

Working knowledge of state and department regulations, policies and procedures regarding vital records, including receiving, processing, filing, certifying, releasing, and reporting information.

Working knowledge of standard office policies and procedures and ability to apply such knowledge to a variety of interrelated processes, tasks, and operations.

Working knowledge and ability to make practical application of basic bookkeeping principles and State Board of Accounts requirements, including receiving/securing monies, maintaining accurate records, reconciling fund accounts, and preparing reports as required.

Working knowledge of standard English grammar, spelling and punctuation, and ability to prepare detailed reports as required.

Knowledge of basic filing systems and ability to create and maintain accurate and complete department files and records.

Ability to effectively communicate orally and in writing with co-workers, other County departments, and the public, including being sensitive to professional ethics, gender, cultural diversities, and disabilities.

Ability to supervise assigned interns and part-time grant funded positions including interviewing candidates and making hiring recommendations, reviewing position documentation and obtaining approval of supervisor, providing new employee orientation, planning, delegating and controlling work assignments, establishing work goals, providing training, evaluating performance, recommending personnel actions such as promotions, transfers, and demotions, communicating and administering personnel programs and procedures, and keeping supervisor and assigned staff informed of organizational developments.

Ability to serve on various committees, present public presentations, and represent department to media personnel.

Ability to perform essential functions of Administrator/Health Officer in his/her absence.

Ability to type with speed and accuracy and properly operate a variety of standard office equipment, including computer, typewriter, calculator, fax machine, copier, and telephone.

Ability to provide public access to or maintain confidentiality of department information and records according to State requirements.

Ability to comply with all employer and department policies and work rules, including, but not limited to, attendance, safety, drug-free workplace and personal conduct.

Ability to work alone and with others in a team environment with minimum supervision.

Ability to work on several tasks at the same time and complete assignments effectively amidst frequent distractions and interruptions.

Ability to understand, memorize, retain, and carry out written or oral instructions and present findings in oral or written form.

Ability to occasionally work extended, evening, and weekend hours, respond to emergencies on a 24 hour basis, and travel out of town sometimes overnight.

Possession of a valid Indiana driver's license and a demonstrated safe driving record.

DIFFICULTY OF WORK:

Numerous duties are performed that are not directly related to one another. Incumbent operates within well-defined guidelines and rules, and exercises discretion in selecting the appropriate ones to ensure proper completion of assigned tasks.

RESPONSIBILITY:

Incumbent uses standard departmental practices, policies, and procedures to apply to specific situations and tasks. Work product is subject to supervisory review upon completion and is assessed according to attainment of desired results, soundness of judgment, and general conformity with departmental standards and policies.

PERSONAL WORK RELATIONSHIPS:

Incumbent maintains frequent contact with co-workers, other County departments, other municipality personnel, State and Federal funding sources and governmental agencies, Police personnel, community organizations, school personnel, local businesses, and the public for the purpose of exchanging information, explaining policies and procedures, rendering service, and supervising assigned staff.

Incumbent reports directly to Administrator.

PHYSICAL EFFORT AND WORK ENVIRONMENT:

Incumbent performs duties in a standard office environment, involving sitting/walking at will, sitting for long periods, keyboarding, lifting/carrying objects weighing less than 25 pounds, close/far vision, handling/grasping objects, driving, speaking clearly, and hearing sounds/communication.

Incumbent occasionally works extended, evening, and weekend hours, responds to emergencies on a 24 hour basis, and travels out of town sometimes overnight.