What are the responsibilities and job description for the Administrative Assistant position at Tulsa Health Department?
Description
Primarily responsible for administrative support for the Tulsa Health Department Healthy Start (THD HS) program. This role involves managing clerical tasks, coordinating office activities, and facilitating smooth communication between team members. The Administrative Assistant will assist in streamlining office procedures, handling correspondence, ordering supplies, and organizing meetings.
Examples of Duties
The following functions represent the majority of the duties performed by the position but are not meant to be all-inclusive or prevent other duties from being assigned when necessary.
ESSENTIAL JOB FUNCTIONS:
1. Provide excellent (friendly, effective, and timely) front-line customer service to both internal and external community partners and program participants.
2. Complete administrative duties required to fulfill Healthy Start activities including ordering supplies, writing correspondence as directed by the Program Manager, assisting in the tracking of invoices from the Healthy Start subcontractors, and other duties necessary to fulfill the role of administrative support.
3. Attend and record appropriate Healthy Start meetings as directed by the Program Manager.
4. Maintain procedures and protocols for personal task responsibilities.
5. Serves as liaison and troubleshooter between THD HS program staff and subcontracted vendors and partners, as appropriate.
6. Support Quality Improvement (QI) efforts by coordinating meeting logistics, distributing meeting agendas, maintaining meeting minutes, and assuring ongoing and effective communication between all team members.
7. Complete required training in support of administrative duties and responsibilities of this position.
8. Other duties as assigned including those required to fulfill activities in support of public health
emergency operations.
Typical Qualifications
Education: High school diploma or equivalent required. College degree preferred.
Experience: Three years of related administrative support experience preferred.
Knowledge and Skills:
- Must be well organized.
- Knowledge of proper English usage, spelling, punctuation, and grammar.
- Good proofreading skills.
- Skilled in computer applications, preferably Microsoft Office programs.
- Skilled in concentrating and paying attention to detail, alphabetizing, spelling, and writing legibly.
- Ability to follow oral and written directions and work effectively with others.
- Good comprehension skills with clients in completing forms and records.
- Good interpersonal and customer service skills are essential.
Licenses: None.
Supplemental Information
Regular internal contact with the Healthy Start Program Manager, Administrative staff, and Case Managers.
PHYSICAL EFFORT:
Must be able to lift materials, boxes of records and equipment weighing up to 20 pounds. Some stooping, bending and squatting may be required when retrieving files. Sitting for periods of time, up to 3 hours. Repetitive hand motions associated with using a computer, keyboard, mouse, and telephone. Work assigned schedule while being punctual.
SUPERVISORY RESPONSIBILITY / ACCOUNTABILITY:
Direct Supervision – None.
Indirect Supervision – None.
Budget/Money/Material – No direct accountability.
Reports to – Healthy Start Manager
WORKING CONDITIONS:
No unusual working conditions.
SPECIAL REQUIREMENTS:
- Willing to accept other duties in other work areas as necessary.
- Must maintain THD record confidentiality according to HIPAA regulations.
FLSA Status: Non-Exempt
Job Type: Full-time
Pay: From $36,729.76 per year
Benefits:
- 401(k)
- Dental insurance
- Employee assistance program
- Flexible spending account
- Health insurance
- Paid time off
- Retirement plan
- Tuition reimbursement
- Vision insurance
Schedule:
- Monday to Friday
- No weekends
Ability to Relocate:
- Tulsa, OK 74126: Relocate before starting work (Required)
Work Location: In person
Salary : $34,981
