2021 Office Assistant

POSITION: Office Assistant UPDATED: 1/2021 DEPARTMENT: CHP&P REVIEWED BY: MH REPORTS TO: CHF Program Coordinator DATE APPROVED: 1/2021 STATUS: Non-Exempt/Health Bargaining Unit GRADE: 5 POSITION OBJECTIVE: Provide assistance to various programs and public health initiatives through clerical support and/or client and public services. DIMENSIONS Phone calls: 100+ weekly Client intake: 200+ weekly Reports: 5/ MONTH The above workload is divided among five Office Assistants JOB DUTIES AND RESPONSIBILITIES THAT APPLY TO ALL AREAS: Provides front line customer service including the provision of information, collection of client information, assistance with filling out forms and applications, answering inquiries and directing clients to other Health Department services. Verifies client paperwork for program eligibility and services. Schedules appointments for various program services. Performs data entry to maintain accurate and updated records for all program areas, and reports information to appropriate personnel. Generates standard reports for program tracking from established databases or formats. Answers telephone, prioritizes incoming calls, records messages, transfer calls to appropriate personnel. Answers inquiries or directs client to appropriate department. Updates and maintains program files and records. Pulls and assembles charts as needed. Handles time sensitive information appropriately. Processes samples and paperwork for submission to reference laboratories. Provides program or client information or records over the phone or by fax or mail to schools, medical/health providers, and clients, per Peoria City/County Health Department (PCCHD) guidelines. Performs clerical functions for program area as assigned such as copying, sorting and distributing mail, faxing information, assisting with mass-mailings, filing, emailing, file searches, and typing. Staffs informational booths and participates in community outreach events as necessary. Monitors and stocks supplies/ forms needed for program services. Serves as clerical backup for other PCCHD programs as assigned. Maintains confidential personal information. Utilizes sound judgment and caution in communications with individuals inside and outside the Department. Attends in-service training and meetings as required by the Peoria County Health Department. Serves as a member on various committees as needed. E Connors Peoria City/County Health Department Office Assistant Assumes responsibility for professional development and job-related competency. Responsible for performing duties in a manner that actively supports the Department’s diversity and inclusion practices and initiatives. All Peoria City/County Health Department employees have an emergency response role and may be expected to respond to threats to the public’s health; these may include, but are not limited to, requirements to work longer shifts, nights or weekends, and to perform duties different than the daily routine. Collaborates in the development of and contributes to individual, team, and Departmental quality improvement and evaluation activities. Other duties as assigned. EDUCATION, EXPERIENCE, AND OTHER JOB REQUIREMENTS: High School Diploma or equivalent. Knowledge and ability to utilize computers and related technology efficiently, including but not limited to: Windows based operating systems; Microsoft Office software such as Word, Outlook, and Excel; Presentation software such as PowerPoint and Canva. Familiarity with collaboration software such as SharePoint preferred. Must have data entry, filing, and telephone skills Must be able to demonstrate accuracy in processing detailed information. Must be knowledgeable in the proper use of grammar and spelling. Must have basic math skills. Must have effective oral and written communications skills. Must be able to handle multiple tasks with interruptions as well as prioritize workload. Must be familiar with office equipment: copier, multi-line phones, typewriter, fax machine, etc. Ability to maintain confidentiality. WORKING CONDITIONS: Worker’s location is primarily office environment, however, may be required to telework for a variety of reasons. May be exposed to noise, distractions and interruptions. Worker may also be exposed to hostile, verbally abusive, and emotional clients. PHYSICAL REQUIREMENTS Ability to engage in balancing, stooping, kneeling, crouching, reaching, standing, walking, pushing, pulling, lifting, grasping, feeling, writing, typing and other repetitive motions. Looking at computer screen for extended amount of time. Occasional exertion of up to 20 pounds of force to move objects and/or negligible amount of force to constantly move objects. Vision ability must be sufficient to read and complete written and typed correspondence. E Connors Peoria City/County Health Department Office Assistant Hearing and speaking ability sufficient to carry on a conversation with other individuals in person and over the phone. Performs tasks requiring independent knowledge in addition to procedures or instructions provided. E Connors Peoria City/County Health Department Office Assistant .

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