Performs a variety of secretarial and administrative support tasks in support of the supervisor and other professional staff. Duties include answering the telephone and responding to requests for information or referring the caller to the appropriate staff, typing letters, memoranda, reports, and other documents, arranging meetings and taking minutes, and maintain simple computer data bases and other resources. Basic software and clerical support to Environmental Health staff. Frequently handles information of a sensitive and/or confidential nature. Considerable skill is required in dealing with other employees, public officials and the general public.
Pay Rate is $17.02-$20.36 per hour.
Essential Job Functions
1. Performs secretarial and clerical support functions for the Environmental Health division such as answering the telephone, filing, making reservations, maintaining files, and scheduling meetings.
2. Acts as the point of contact for internal and external clients. Provides general support to visitors.
3. Prepares and distributes various correspondence, reports, forms, emails, letters, faxes and other documents, using word processing software, following written or verbal instructions. May be assigned to respond to routine correspondence.
4. Prepares, distributes, processes and tracks permits and permit status.
5. Utilizes word processing and other software programs to format documents, spreadsheets, brochures, flyers, newsletters, training materials and other documents. Produces technical graphics, charts and tables, selecting the format that will display the material to best advantage.
6. Lays-out, produces, and prints documents including reports, newsletters, handouts, and posters by typing, or cutting and pasting up text, graphics, and pictures.
7. Assists in the maintenance of departmental filing systems by ensuring proper filing of documents and folders. Retrieves materials from system and conducts searches for necessary documentation.
8. Arranges meetings by coordinating schedules, mailing announcements, and arranging for meeting facilities. Takes minutes of meetings using either transcription equipment or taking notes. Transcribes minutes and distributes to meeting participants and other specified people.
9. Constructs data bases for survey results, mailing lists, and so forth. Enters new data and produces various reports as requested.
10. Performs other administrative support tasks such as purchasing office supplies, ordering water sample test kits, arranging for the purchase of business services, and making travel arrangements.
11. Maintains contact list of local and state department officers and staff.
12. Liaise with executive and administrative assistants to handle requests and queries from supervisors and administration.
13. Liaison and correspondent between Health Department and State accrediting bodies.
14. All other duties as assigned.
Education: High school graduation or equivalent and one to two years of college with course work in office management, word processing, data processing, and related areas.
Experience: Three years of progressively more responsible office secretarial experience.
Other Requirements: Possession of a valid Michigan driver’s license.