Administrative Assistant - Food, Polution, Lead and Swimming Pool

Overview

Date Posted:
8/5/2019
Job Code:
AdmAstO3er
Location:
Citizens Square
Address:
200 E Berry St
City:
Fort Wayne
Department:
Health Department
Base Pay:
$15.98/hour
Closing Date:
Open until filled
Category:
Office/Clerical

Description

 

This position is offered a comprehensive and competitive benefits package, which includes:

  • Medical, dental, vision and more
  • Generous paid time off and holidays
  • Retirement plan with up to 5% matching

This position is full-time, nonexempt, classified and covered as defined by The Board of Commissioners of the County of Allen Employee Handbook.

Hours are  8:00 am – 4:30 pm and as needed with the ability to respond to emergencies on a 24-hour basis in the event of a public health emergency or disaster.

Under the direction of the Director of Communications, the Administrative Assistant is responsible for a variety of data entry, clerical and receptionist duties and assists in supporting other divisions within the Health Department.  (THIS POSITION MAINLY SUPPORTS THE FOOD DIVISION.)

ESSENTIAL FUNCTIONS:

  • Responds to questions and complaints from the general public either through a multi-line telephone or in person regarding all areas of the Health Department. Serves the public by informing, educating and answering their questions/concerns and meeting their needs with regard to departmental policies and procedures.  Assembles various inspections, documents, tests and other paperwork.
  • Assists members of the general public and other agencies with information relating to internal ordinances, legal requirements pertaining to soil reports, septic system permits, water and air pollution concerns and testing, swimming pools, tattoo/body piercing facilities, food establishments and lead issues.
  • Receives and reviews various applications, fees, designs, land surveys, floor plans and plats for accuracy and dimensions.  Generates receipts for payments and balances all monies received from various divisions for internal bookkeeping department.
  • Prepares and creates a variety of departmental memos, permits, reports and other correspondence, including creating and enhancing database files, and researching and gathering information for monthly and annual division reports and permitting needs.
  • Maintains and continually updates file system of permits, inspections, renewals, reports and a variety of other Department documents and information.  Trains and assists department personnel in using filing system as needed, to ensure efficient retrieval of records.  Performs daily/monthly/ yearly audits to create and enhance database files.
  • Develops and implements follow-up measures for permits, applications and complaints to ensure proper and efficient processing.  Maintains office supplies, related forms at counter and Policies and Procedures Manuals.  Processes incoming and outgoing mail, distributing items to personnel as appropriate.
  • Assists other departmental staff as needed including working on special projects.
  • Performs all other duties as assigned; including overtime as needed.

 

Minimum Requirements and Working Conditions

 

 REQUIREMENTS:

  • High School Diploma or GED and one year clerical and/or customer service experience
  • Ability to maintain strict confidentiality of all departmental records and information
  • Knowledge of Department polices governing food establishments, tattoo/body piercing facilities, sewage systems and other environmental health requirements, with the ability to provide assistance and basic explanation to the general public
  • Ability to effectively complete duties amidst frequent interruptions, distractions and service to the general public, while working within a team environment

WORKING CONDITIONS:

The Administrative Assistant performs majority of duties in a standard office environment with the ability to move around freely, with some lifting, bending, pushing, reaching over head and kneeling.  Frequent sitting and very frequent typing, proofreading, attention to detail and detailed inspection are to be expected.