Overview
Administrative Assistant to the Superintendent Jobs in Monticello, KY at Wayne County School District
Applications must be submitted by May 21st – This position is a .80 FTE (32 hours per week) with full benefits.
The Public Health Office Administrative Assistant provides excellent customer service and completes work in a timely manner. This position greets clients in a professional manner is the primary person to answer phones and direct calls to appropriate staff and resources. Works with WIC by completing forms, scheduling appointments, verifying eligibility and completing appointment reminders. Schedules and communicates with families that have children entering pre-school and kindergarten and schedules them for ECS/ CTC screenings. In addition, this position manages and maintains billing functions. Works with selected grants and provides reports to selected programs. This position collaborates with their supervisor and director to establish and maintain proper record systems.
Office Support Duties and Responsibilities
Note: Individual positions will perform certain of the below duties depending on position assignment.
Acts as receptionist and provides customer services in person, by phone and by email by providing information, referring to appropriate person or agency and taking messages.
Assists clients in form completion.
Operates a variety of office machines including computer, typewriter, calculator, postage machine, copy machine, fax, printers, scanners, etc. Maintains copy machine.
Performs faxing, photocopying and scanning into electronic imaging software.
Copies materials as requested by clients, workers, supervisors, and director.
Prepares packets of documents, forms and information for clients.
Manages program administrative tasks and completes mailings.
Prepares data reports and logs for various programs, as needed.
Maintains waiting room in a neat and clean condition with educational materials current and stocked.
Opens, sorts, date stamps, and distributes incoming mail.
Prepares outgoing mail: address envelopes, weigh and apply postage, and assure mail sent to meet deadlines.
Attends training/educational sessions, meetings and seminars.
Attends and participates in staff meetings.
Maintains petty cash.
Maintains client information on computerized statistical system. Prepares, completes and follows up on billing for home visits, child and teen checkups, dental varnish, immunizations and other selected services.
Completes special projects and research as needed.
Maintains knowledge of policies, rules and regulations regarding duties.
PH Duties
Administer CTC reports.
Makes phone calls to clients to discuss Child and Teen checkups; letters and educational materials sent if unable to reach. Document all contacts and attempts in the CATCH program.
Assist and encourage families to schedule CTC screenings with their medical providers.
Schedule WIC appointments. Assist clinic coordinator with vaccine count and reports, monitors temperatures.
Complete intake forms and enter into computer system.
Obtain and determine eligibility for WIC, CTC, and clients receiving immunizations.
Call clients with appointment reminder.
Coordinate ECS program with local school districts; calls families and manages census information. Send initial letters to families.
Assist clients with immunization forms and collects administration fees.
Provides radon kits to the public and collects fees.
Disbursing money as needed and requesting reimbursements from the accountant.
Completes special projects, research and other assignments as directed by the supervisor.
Participates in emergency preparedness activities, including a role in logistics in a National Incident Management System for Public Health Emergency.
Act as one of the liaisons with the Information Systems Corporation and Avenue Services.
EBT Communications Coordinator for the MN Department of Human Services.
Prepare Income Maintenance and IV-D case files for transfer to other maintaining counties and DHS for audit purposes.
Backup for forms and packets when assigned administrative worker is absent.
Assist with night closing procedures and assist with day opening procedures.
While these are the primary focus of the position, we believe strongly in teamwork and employees will be called upon to perform a variety of duties as part of their role with the County.
Knowledge, Skills and Abilities
Knowledge of business English, spelling, grammar, and punctuation.
Knowledge of math principles.
Knowledge of general office practices and equipment.
Knowledge of record keeping systems in order to maintain administrative and fiscal data and to prepare reports.
Ability to operate a variety of office machines.
Ability to organize and prioritize one’s own work.
Ability to use human relations skills to positively interact with and to work constructively with clients and other employees.
Ability to understand and carry out detailed written and oral instructions.
Ability to perform detailed work with speed and accuracy.
Ability to use various computer and software programs.
Ability to handle confidential information and follow data practices requirements.
Ability to handle a variety of typical assignments and problems under moderate supervision within standard operating procedures.
Ability to apply fairly standard procedures and tasks where basic analytical ability is required.
Ability to maintain effective communication and working relationships with county departments, clients and public and relay basic information and facts.
Education and Experience
Requires High School diploma or equivalent; and
College, vocational or business school training in relevant field; and
Two years of experience; or
Equivalent combination of education and experience
Equipment and Tools
Office equipment and technology
Physical and Mental Requirements
This job typically requires sitting, standing, walking, feeling, manual dexterity, grasping, talking, hearing, typing, and seeing. There is prolonged exposure to computer keyboards and video screens. This position is generally light-duty and may require the exertion up to 20 pounds of force.
The physical demands described here are representative to those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations can be made to enable individuals with disabilities to perform the essential functions.
Working Conditions
Work is performed in an office or other in-door environment.
The work environment characteristics described here are representative to those an employee encounters while performing essential functions of this job. Reasonable accommodations can be made to enable individuals with disabilities to perform the essential functions.
Competencies Common to All County Positions
Develop, maintain a thorough working knowledge of, and comply with all departmental and applicable County policies and procedures.
Demonstration by personal example the spirit of service, excellence, and integrity expected from all staff.
Develop respectful and cooperative working relationships with co-workers, including willing assistance to newer staff so job responsibilities can be performed with confidence as quickly as possible.
Confer regularly with and keep immediate supervisor informed of all-important matters which pertain to the applicable job functions and responsibilities.
Represent Wadena County in a professional manner to the public, outside contacts and constituencies.
Wadena County is an Equal Opportunity/ Affirmative Action Employer.
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Title: Administrative Assistant to the Superintendent
Company: Wayne County School District
Location: Monticello, KY
