Administrative Assistant - Health and Human Services

Job Summary

Performs a variety of responsible administrative duties requiring the exercise of independent judgment in assisting a department head or manager. May provide work direction to other administrative staff; schedule appointments; arrange meetings and conferences; compile the appropriate agenda, records, reports or visual aids, and maintain accounting and personnel records. Resolves administrative issues and maintains departmental files requiring considerable knowledge of program policies and functions. Assists in implementation of new techniques and technologies to enhance and improve procedures within the department and service to customers. Maintains basic communications reaching across the division. Work is generally performed in an office setting.

Job Description

ESSENTIAL DUTIES

• Provides administrative assistance to department directors, maintaining confidentiality of sensitive information related to division projects, programs, personnel, and labor issues.  
• Compiles data for preparation of reports; collects  program evaluation data; prepares spreadsheets and graphs; records and maintains complex, confidential or involved files.  
• Supports the division director and department managers through phone and calendar support, administrative documentation, tracking, and organization initiatives.  
• Serves as the coordinator or officer for agency plans such as limited English proficiency, civil rights, record retention, data privacy and security, Minnesota Government Access, and Medical Records Online .
• Responds to records requests; compiles and organizes documents, redacts confidential data as dictated by statute.  
• Prepares agendas, attends, and prepares notes for department meetings as well as external partner and citizen meetings. i.e., Human Services Resource Council, Juvenile Justice Steering Committee.
• Oversees generation of monthly HHS newsletter, editing and arranging completion of various segments by others in the division.
• Provides administrative support and assistance to others in the division in need of assistance.
• Runs reports for managers and processes reimbursement requests.
• Works on special projects at the discretion of Health and Human Services Directors.  
• Works the hours and/or shifts assigned and begins and ends work on time.  
• Performs other related duties as required or assigned.

MINIMUM QUALIFICATIONS

Requires equivalency of high school graduation, one year of post-secondary education or training, and two years of related, responsible work experience. Accounting, data processing, and supervisor/office management training or experience preferred. Experience with Microsoft Office software highly desired. A reliable form of transportation for the performance of work responsibilities is required.

SUPERVISORY CONTROLS

The employee is under general guidance and direction from a department head or director. Work is performed according to established guidelines and general instructions. The employee uses independent judgment in setting priorities and in choice of procedures to follow. Work is periodically checked for conformance with established policies and requirements.

CORE COMPETENCIES AND ABILITIES

• Commitment - Develops a high quality workforce that is dedicated to advancing a safe, healthy and livable community.
• Communication – Communicates effectively with internal and external customers.
• Customer Service - Creates a customer experience that is respectful, responsive and solution-oriented.
• Innovation - Explores and adopts new technologies and processes with the goal of improving service and reducing the long term cost of service delivery.
• Leadership - Displays commitment to the mission of Scott County. Continually strives for excellence, Demonstrates and encourages team participation.  Engages in personal growth and professional development. Anticipates changes and manages challenges based on reliable information and citizen input.
• Partnership - Aligns existing resources, volunteers and programs to achieve shared goals.
• Personal Relationships - Establishes and promotes a positive work environment. Interacts appropriately, professionally, and effectively with people of varying backgrounds and disciplines.
• Safety Conscious - Promotes and supports safety and loss control programs to ensure a safe and healthy working environment that will minimize hazards or risks that could result in personal injury, illness, and/or property damage.
• Stewardship - Ensures the responsible and stable investment of taxpayer dollars and communicating its value to the public.
• Knowledge – Knowledge of departmental policies, practices, procedures, and services of county government.
• Knowledge of modern public or business procedures and practices.
• Knowledge of records management and forms control.
• Knowledge of various software packages including spreadsheets and graphics.
• Knowledge of accounting procedures.
• Knowledge and understanding of and respect for the diversity of customers, coworkers, and supervisors, including individuals with a disability or whose first language may be other than English.
• Abilities – Ability to make independent decisions concerning choice of procedures to follow; ability to work independently without close supervision.
• Ability to analyze the clerical operation or administrative function and recommend new work processes when necessary.
• Ability to maintain complex clerical records and prepare reports from such records.
• Ability to type accurately from clear copy, rough draft, or voice recordings; ability to compose correspondence.
• Ability to deal tactfully and efficiently with all levels of management and the general public.
• Ability to apply basic research and statistical skills in the preparation of reports; ability to review and correct written and numerical reports, accounts, forms, and other documents.
• Ability to work without close supervision.
• Ability to understand and follow complex oral and written instructions.
• Ability to speak, present, and interact in public arenas with composure, professionalism, and discretion.
• Ability to use MS Office software for the performance of essential duties.
• Ability to use appropriate discretion in dealing with matters of a confidential nature.

WORK ENVIRONMENT AND PHYSICAL DEMANDS

Typical characteristics of the regular, ongoing work environment of this position requires inside work, typically in an office setting.
Physical activities include sedentary to light work: Reaching, sitting, standing, walking, pushing, lifting, pulling, fingering, grasping, feeling, stooping, talking, hearing, seeing, and repetitive motions. Lifts and/or navigates up to 35 pounds on a routine basis in handling files and equipment necessary for performing the essential duties of the job.

SELECTION PROCESS

Selection for this position will be based on a minimum qualifications screening and rating of training and experience. Top candidates will be forwarded to hiring manager or supervisor for consideration for interview and/or additional assessments. Final selection will include a background check and approval by the County Board.