10 W Fallon Ave Baker, MT 59313
+1 (406) 778-7106

Administrative Assistant for Public Health

Administrative Assistant for Public Health

Vacancy Announcement

Date Posted:  July 06, 2022.

Closing Date: This recruitment is open until filled. First review of applications is July 20, 2022.   

About the Position and Department: The Administrative Assistant is under the direct supervision of the Director. This is a part-time, permanent, thirty-two (32) hours a week position, Monday – Thursday 8:00 a.m. – 5:00 p.m. Public Health offers a wide range of services to support healthy people in healthy communities.

Position Overview:  This position performs a variety of clerical and customer service activities including but not limited to greeting clients, answering phones, scheduling appointments, preparing/editing documents, correspondence, and reports. Starting wage is $17.50 per hour.

Required Education and ExperienceEmployment with the County requires a high school diploma or equivalent. Must be at least eighteen (18) years of age. A minimum of two (2) years in administrative, clerical, or customer service roles utilizing Microsoft Office Suite is required.

Preferred Education and Experience:  Previous experience in the medical field and/or public assistance programs is preferred.

Additional Eligibility Qualifications:  Must possess or obtain a Montana driver license within thirty (30) days of employment. This position involves unsupervised contact with infants, children, and the elderly and is subject to a pre-employment criminal background check. May utilize a County vehicle and is subject to a motor vehicle driving history review.

Applicant Pool StatementIf another department vacancy occurs in this job title within six months, the same applicant pool may be used for the selection.

How to Apply:  Applications and a complete job description are available at the Human Resources office, 10 W. Fallon Avenue, Baker, Montana or online at www.falloncounty.net. Submit your application to:  Human Resources Manager, PO Box 846, Baker, Montana, 59313 or stop by the Human Resources office in the Courthouse. Questions may be directed to Kim Bryan 406-778-2824 or Julie Straub 406-778-8164.

Fallon County Job Description

Fallon County is an equal opportunity employer that is committed affirmative recruitment, diversity, and inclusion in the workplace. All qualified applicants will receive consideration for employment without regard to race, color, sex, religion, age, sexual orientation, national origin, disability, genetic information, pregnancy, age, protected veteran status, gender identity or expression, or any other characteristic protected by federal, state, or local laws. Applicants with disabilities who need accommodation with the application or selection process should contact Human Resources.

Job Title:  Administrative Assistant Department: Public Health
Reports to:  Director of Public Health Job Status:  Part-time, Non-exempt
Location:  Baker, Montana Probationary Period:  Six (6) months

Job Overview
This position performs a variety of clerical and customer service activities which support Public Health and its programs including but not limited to greeting clients, answering phones, scheduling appointments, preparing/editing documents, correspondence, and reports. The work involves handling sensitive, confidential communications and information requests. May assist in a variety of vaccination clinics.

Essential Functions
Customer Service – Communicates with clients and other individuals to answer questions, provide information, make referrals to appropriate service providers. Answers telephones, directs calls, and delivers messages and faxes. Schedules client appointments; tracks and implements client reminders for variety of programs. Ensures appropriate release forms are signed by clients; provides immunization records.

Clerical:  Prepares a variety of documents, correspondence, reports, forms, spreadsheets, and invoices using Microsoft Office Suite and office specific software programs. Reconciles monthly reports involving immunization records. Manages information by maintaining paper and electronic filing systems, using databases, spreadsheets, records management systems, and other systems. Maintain strict HIPPA regulations in all communication.

 Office Support – Performs receptionist duties for all staff members, clients, and visitors ensuring appropriate exchange of communication using knowledge of policy and procedures, office organization, and general office procedures; directs individuals to appropriate personnel/resources. Will interact and work with insurance companies and federal grants. Orders supplies including vaccines. Performs basic accounting tasks including receiving monies and making deposits. Participates in planning and organization of activities such as vaccination clinics and athletic physicals. Assists the Director in maintaining security and confidentiality of computerized and hardcopy client records. This position will work with the Emergency Preparedness Coordinator and Billing Clerk.

Competencies
The knowledge, skills, abilities, and other characteristics to perform this work include but are not necessarily limited to:  Accountability, Active Listening, Adaptability, Attention to Detail, Commitment, Computer Skills, Customer Service, Dependability, General Math, HIPPA, Initiative, Integrity, Interpersonal Relationships, Multi-task, Open Meeting Laws, Oral Comprehension, Oral and Written Expression, Organization, Problem Solving, Professionalism, Safety, Self-directed, Teamwork, and Time Management.
This position requires considerable knowledge of office administrative practices and techniques, including records management. Must possess a thorough knowledge of Microsoft Office Suite. Requires the ability to accurately transfer data in spreadsheets and compile information, using various computer programs including iMTrax. Ability to learn and utilize various software programs. Maintain the confidentiality of all clients and/or physician related information. Willingness to seek out training opportunities, including cross-training in various procedures including WIC and electronic billing.

This position must possess excellent customer service and interpersonal skills, and the ability to resolve questions and concerns with courtesy and respect. Requires the ability to effectively interact with variety of personalities. Ability to act with initiative, common sense, and good judgment. Respond calmly and effectively to stressful situations.  Must listen actively to ensure effective and correct communication. Listen to and understand information and ideas presented through spoken words and sentences. Communicate information and ideas in speaking so others will understand; explain rules and procedures clearly. Organizes work to complete job tasks in a timely manner. Respond promptly to changes in workload, adjusting assignments to achieve optimal productivity and efficiency. Ability to work with little direct supervision; to understand, interpret and follow instructions and directives. Takes accountability for own actions. Self-directed with ability to meet deadlines when unsupervised. This position must function as part of a team, working for the betterment of the department, the County, and the public.

Safety
Safety is a primary duty and a personal responsibility. County employees are responsible for reading, understanding, and following safety rules and procedures as identified within County Policy, our Safety Program as well as at each department/work location/JSA. This position is responsible for wearing PPE as identified in the JSA or when working in areas where there is danger of injury. Responsible for wearing suitable work clothes as determined by the Director of Public Health. Reports all injuries, hazards and/or near misses utilizing established reporting forms and procedures. Knows the location of first aid kits, fire extinguishers and other safety devices. Attends all safety meetings including annual training. This position will not perform potentially hazardous tasks or use any hazardous material until properly trained.

Supervisory Responsibility
This position has no supervisory responsibilities.

Work Environment
This position operates in a professional office environment. This role routinely uses standard office equipment such as computers, telephones, photocopiers, 10 key calculators, filing cabinets, and fax machines.

Required Education and Experience
A high school diploma or equivalent is required for employment with Fallon County. The above knowledge, skills and abilities are typically acquired through a minimum of two (2) years in administrative, clerical, or customer service roles utilizing Microsoft Office Suite.

Preferred Education and Experience
Previous experience in the medical field and/or public assistance programs is preferred.

Additional Eligibility Qualifications
Must possess or obtain a Montana driver license within thirty (30) days of employment. This position involves unsupervised contact with infants, children, and the elderly and is subject to a pre-employment criminal background check. May utilize a County vehicle and is subject to a motor vehicle driving history review.

Salary Schedule
The starting wage for this position is $17.50 per hour. After successful completion of the mandatory six (6) month probationary period, the wage will increase to $18.50 per hour. Please note during the first year of employment, an employee is not eligible for a COLA (Cost of Living Adjustment) as this is built into the wage steps.

This position requires enrollment in the Public Employees Retirement System with an established contribution rate for both the employee and the County.

Position Type/Hours of Work:
This is a part-time, permanent, thirty-two (32) hours a week position:  Monday through Thursday, 8:00 a.m. to 5:00 p.m. with a one-hour lunch period.

Physical and Environmental Demands
While performing the essential functions of this position the employee will be required to sit, stand, walk, use hands and fingers, climb or balance, reach with hands and arms, stoop, kneel, crouch, crawl, speak and hear.  This work requires periods of extended computer use in which the employee is frequently required to sit for long periods Specific vision abilities include close vision, distance vision, and depth perception. May be required to lift up to twenty-five (25) pounds.

The specific statements shown in each section of this description are not intended to be all inclusive. They represent typical elements and criteria considered necessary to perform the job successfully; employees are routinely required to address emerging employer requirements in alignment with individual work units and assignments of jobs which may result in additional or a change in duties/functions not identified. This job description does not constitute an employment agreement between the employer and employee; it is subject to change by the employer as the needs of the employer change.
Created 07/2016; Updated 08/2019; Updated 12/2021; Updated 05/2022