SCOTT COUNTY HEALTH DEPARTMENT ADMINISTRATIVE ASSISTANT DESCRIPTION
Applications may be picked up at the auditor’s office in the courthouse.
For more information, please contact:
Brittany Combs, RN
Public Health Nurse
Scott County Health Department
Position: Administrative Assistant
Status: Full Time/Hourly
Work Schedule: 8:00 a.m. – 4:00 p.m., M-F
FLSA Status: Non Exempt
Job Classification: PAT (Professional, Administrative, Technological)
Date Revised: October 2013
To perform this position successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed in this document are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Position Summary: Incumbent serves as Administrative Assistant for the Scott County Health Department. Serves as Immunization Coordinator for the Public Health Division and Grant Manager for the LHMF & ILHDTA. Responsible for a variety of secretarial duties for the Administrator, Public Health Nursing, and Environmental Divisions.
Essential Duties and Responsibilities:
- Maintains patient confidentiality.
- Answers telephone and greets office visitors, providing information and assistance, taking messages, and/or referring callers to appropriate person or department.
- Works with the PHN following established guidelines for the administration of adult and childhood vaccines, including precautions, side effects, and vaccine schedules. Serves as Vaccine Coordinator setting up weekly immunization clinics, scheduling appointments, and preparing paperwork, running insurance and Medicare (through Vaxcare), and scheduling follow up appointments when necessary.
- Follows state guidelines for VFC (Vaccines for Children) eligilibility.
- Receives vaccine shipments, verifying packing lists, entering shipment into CHIRP (ISDH database).
- Enters all immunizations given in CHIRP database.
- Provides immunization records to other agencies and schools, when requested-per HIPAA laws.
- Runs reminder/recall on patients in need of immunizations, sending mailings for their return for needed immunizations or next appointment.
- Provides appropriate patient education for all vaccines administered.
- Maintains paperwork, writes receipts and reads TB skin tests.
- Provides head lice education on head lice and nit removal.
- Responds to telephone calls and questions from members of the public, including scheduling appointments, providing immunization records, and providing health related information.
- Maintains bookkeeping records for the LHMF Grant and the ILHDTA Grant. Prepares payroll, purchase orders and county claim vouchers, with Administrator’s approval.
- Serves as Grant Manager preparing grant applications, annual reports, and budgets required by ISDH and the County for the LHMF Grant and ILHDTA Grant, with Administrator’s approval.
- Orders office supplies, medical supplies, equipment, and informational literature for the LHMF and ILHDTA grants as approved grants dictate.
- Prepares letters, reports, documents, and other correspondence for Administrator and Environmentalist.
- Receipts in payments for Environmental Division and Public Health Division, reconciling Reports of Collection and turning in monies weekly, per policy of the County Auditor and State Board of Accounts.
- Maintains annual list of Certified Septic Installers, sends out mailings, collects annual fees for Environmental Division.
- Maintains packets of information for the public on septic requirements and fees, list of soil scientist’s in the area, and current installer list for Environmental Division.
- Maintains annual list of Retail Food Establishments, sends out annual mailings with requirements and fees listed. Provides information on how to become a Certified Food Handler. Prepares food permits, collects fees for Environmental Division.
- Attends educational workshops/training seminars regarding CHIRP, immunizations, insurance, environmental, etc., as required.
- Participates and is involved in all events that pertain to the Public Health of the county.
- Responds to emergencies on a 24 hour basis.
- Performs related duties as assigned.
Additional Duties and Responsibilities:
- Assists in vital records, issuing Birth and Death Certificates.
- Helps coordinate off-site flu and immunizations clinics, preparing forms, writing receipts, entering information into computer, running insurance and Medicare (through Vaxcare), etc.
- Participates in mock drills and Point of Dispensing (POD) Sites providing assistance to PHPC as needed.
- Participates in continuing education courses or webinars as needed.
Key Performance Standards:
- All work completed is in compliance with state statutes and local ordinances.
- Adheres to Center for Disease Control (CDC) recommended guidelines for immunization schedule.
- Complies with Indiana State Department of Health Immunization program policies.
- Complies with personnel policies set forth by the County Commissioners and Administrator.
- Meets all deadlines established by state statute, local ordinances and Administrator.
- Meets customer service standards established by the Administrator.
- Exercises HIPAA and patient confidentiality policies.
- Follows all County and State regulations regarding the collection of monies for health department services. Ensuring all funds are properly accounted for at the end of work week.
- Ensures all correspondence and forms follow County, State and Federal guidelines and are accurate, and free from errors.
- High School Diploma or GED required.
- Possession of a valid driver’s license and demonstrated safe driving record.
- Knowledge of standard office policies and practices, with the ability to maintain and update department files, receive and forward calls, and apply appropriate procedures accordingly.
- Working knowledge of programs and general operations of Public Health Nursing and Environmental Divisions, with the ability to prepare documents, correspondence, and provide clerical support to division personnel.
- Ability to prepare and verify reports, file department information and maintain complete and accurate records.
- Ability to keep accurate books with knowledge of standard bookkeeping practices and procedures.
- Ability to read and comprehend complex instructions, detailed correspondence, memos, laws, rules, policies and procedures.
- Ability to effectively communicate orally and in writing with co-workers, ISDH, doctors, schools, a variety of other health and government agencies, and the public, including being sensitive to professional ethics, gender, cultural diversities and disabilities.
- Ability to be flexible, able to handle a variety of responsibilities, accept and adjust well to necessary or required changes in procedures.
- Ability to operate standard office equipment.
- Ability to provide public access to, or maintain confidentiality of all department records and information according to state requirements and HIPAA laws.
- Ability and flexibility to continually update professional knowledge in public health and environmental divisions, grant updates and changes made at the state level, and attend educational workshops and training seminars as needed.
- 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 compile statistics, analyze and evaluate data, and accurately prepare files, documents, and grant applications and reports as required.
- Ability to compare or observe similarities and differences between data, people and things.
- Ability to compute, perform arithmetic operations, such as developing operating budgets, preparing payroll and claims for grants.
- Ability to understand, follow, memorize, and retain oral and written instructions.
- Ability to work alone with minimum supervision and with others in a team environment.
- Ability to work rapidly for long periods, under time pressure, and on several tasks at the same time.
- Ability to apply knowledge of people and locations.
- Ability to competently serve the public with diplomacy and respect, including occasional encounters with irate/hostile persons.
- Ability to respond to emergency situations from an off duty status.
- Ability to occasionally work extended, evening and/or weekend hours, and travel out of town for meetings and workshops, sometimes overnight.
In order to provide equal employment and advancement opportunities to all individuals, employment decisions at Scott County will be based on merit, qualifications, and abilities. Scott County does not discriminate in employment opportunities or practices on the basis of race, color, religion, sex, national origin, age, disability, genetic disposition, or any other characteristic protected by law.
I acknowledge that I have received this job description, and understand that it is not a contract of employment. I am responsible for reading this job description and complying with all job duties, requirements and responsibilities contained herein, and any subsequent revisions.
Is there anything that would keep you from meeting the job duties and requirements as outlined?
Applicant/Employee Signature Date
Scott County Health Department is an Equal Opportunity employer. In compliance with the Americans with Disabilities Act, the County will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.