POSITION DESCRIPTION COUNTY OF WARRICK, INDIANA
POSITION: Administrative Assistant DEPARTMENT: Health
WORK SCHEDULE: 8:00 a.m. – 4:00 p.m., M-F
JOB CATEGORY: COMOT (Computer, Office Machine Operation, Technician)
DATE WRITTEN: September 2020 STATUS: Full-time
DATE REVISED: June 2024 FLSA STATUS: Non-exempt
To perform this position successfully, an individual must be able to perform each essential function of the position satisfactorily. The requirements listed in this document are representative of the knowledge, skill, and/or ability required. The County of Warrick provides reasonable accommodations to qualified employees and applicants with known disabilities who require accommodation to complete the application process or perform essential functions of the job, unless those accommodations would present an undue hardship.
Incumbent serves as Administrative Assistant for the Health Department, responsible for processing vital records, performing bookkeeping and clerical functions, and assisting the public.
DUTIES:
Issues certified copies of vital records as requested, including reviewing applications and certificates for accuracy and completeness, verifying applicant identification, researching records, mailing forms, collecting, receipting and recording fees.
Indexes, files, and enters vital records on computer and in books according to IDH guidelines, maintaining confidentiality of information as required. Prepares applications and amends records according to state guidelines, such as notifications, legitimations, correction affidavits, adoptions, name changes, and paternities.
Communicates frequently with mortuary personnel, making/answering phone calls, requesting/providing information and documents. Accepts death records, updates data systems, and notifies mortuary personnel.
Supervises assigned staff, including interviewing candidates and making hiring decisions.
Answers telephone and greets office visitors, providing information and assistance, taking messages, or transferring/directing to appropriate individual or department. Notarizes documents as requested.
Serves as secretary to Health Board, including preparing and mailing agendas, attending meetings, taking, preparing and mailing minutes, and collecting materials for meetings/conferences.
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.
Prepares Department payroll, including auditing time sheets, calculating pay, recording attendance and maintaining personnel files. Prepares and processes Department claims/vouchers for payroll and other costs, including verifying charges and documentation, monitoring account balances, typing forms, obtaining signatures, and forwarding to Auditor.
Periodically performs duties of other Department personnel in their absence or as needed, such as issuing septic permits and food service licenses. Maintains inventory of equipment and supplies, ordering as needed.
Assists with preparing annual Department budget, including projecting costs, typing forms, submitting to Health Board and to Auditor as required, and attending budget hearings/meetings with County Council as requested. Compiles, prepares and distributes Department annual report.
Maintains current knowledge of regulations regarding processing/preserving vital records by periodically attending IDH meetings/seminars.
Reconciles and records credit card charges for VaxCare and Animal Control accounts. Performs related duties as assigned.
I. JOB REQUIREMENTS AND DIFFICULTY OF WORK:
High school diploma or GED with related experience and/or education.
Working knowledge of state and Department regulations, policies and procedures regarding vital records, including receiving, processing, filing, certifying, releasing, and reporting information. Ability to maintain confidentiality of Department records and information as required.
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 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 effectively communicate orally and in writing with co-workers, other County departments, Indiana Department of Health (IDH), hospital and mortuary personnel, and the public, including being sensitive to professional ethics, gender, cultural diversities, and disabilities.
Ability to supervise assigned staff, including interviewing candidates and making hiring decisions.
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 understand, memorize, retain, and carry out oral and written instructions and present findings in oral or written form.
Ability to work alone with minimum supervision and with others in a team environment.
Ability to work rapidly for long periods on several tasks at the same time, often under time pressure.
Ability to perform arithmetic operations, such as counting, adding, subtracting, computing, and calculating.
Ability to occasionally work extended hours and travel out of town for training and meetings, but not overnight.
II. RESPONSIBILITY:
Incumbent performs a variety of standard, recurring duties according to prescribed state regulations and Department policies and procedures, with priorities determined by formal schedule and service needs of the public. Incumbent receives general supervision, with work periodically reviewed for technical accuracy, compliance with Department policies and procedures, and adherence to instructions/ guidelines. Errors in incumbent's work are usually prevented through legally defined procedures and procedural safeguards and are detected through standard bookkeeping checks or notification from other departments, agencies or the public. Undetected errors may result in loss of time for correction and/or inconvenience to other agencies or the public.
III. PERSONAL WORK RELATIONSHIPS:
Incumbent maintains frequent contact with co-workers, other County departments, Indiana Department of Health (IDH), hospital and mortuary personnel, and the public for the purposes of exchanging information and explaining policies and procedures.
Incumbent reports directly to Administrator/Environmental Health Specialist.
IV. PHYSICAL EFFORT AND WORK ENVIRONMENT:
Incumbent performs duties in a standard office environment, including sitting/walking at will, sitting for long periods, lifting/carrying objects weighing under 25 pounds, keyboarding, bending/reaching, and handling/grasping objects.
Incumbent occasionally works extended hours and travels out of town for training and meetings, but not overnight.
Job Type: Full-time
Pay: $47,008.00 per year
Benefits:
- Dental insurance
- Employee assistance program
- Health insurance
- Health savings account
- Life insurance
- Paid time off
- Retirement plan
- Vision insurance
Work Location: In person
