Orange County NC
Temporary Administrative Assistant*
Orange County NC, Wilmington, North Carolina, United States, 28412
Salary:
$20.00 Hourly
Location :
Health Department, NC
Job Type:
Temporary
Job Number:
185-2024-9410
Department:
Health
Opening Date:
11/08/2024
Closing Date:
11/25/2024 11:59 PM Eastern
General Description
The Orange County Health Department has an opening for a temporary Administrative Assistant.
The work involves the responsibility for performing administrative tasks in support of the Health Department.
Work is performed under the general supervision of the Health Director, the Compliance Manager, and/or the Finance & Administrative Services Director, with some leeway for independent judgment within the framework of applicable rules, regulations, policies and procedures in the performance of duties, both in terms of planning and accomplishing work and in making decisions. This position does not supervise staff. Does related work as required.
Our goal is to be a diverse workforce that is representative, at all job levels, of the residents we serve. Each position is a key contributor to the work in the department to address systemic racial inequities and prevent discrimination on the basis of race, age, color, disability, national origin, or sex. This work requires us to confront inequities of the past, reveal inequities of the present and develop effective strategies to move all of us towards an equitable future for all people in Orange County.
work location: 300 W Tryon St, Hillsborough, NC
*a background check and pre-employment drug screening is required.Examples of Essential Functions
The following are examples of typical work activities and responsibilities for various positions in this classification. The incumbent may be responsible for performing other related duties and responsibilities as required or assigned.
A position may not include all the work examples given, nor does the list include all that may be assigned.
Provides administrative support to the Health Director, Compliance Manager, and/or Finance and Administrative Services Director by managing the calendar, preparing correspondence, or answering incoming calls in their absence.
Maintains confidential client and employee records and integrates procedural requirements into operations; ensures strict confidentiality is always maintained.
Reconciles invoicing, mileage reports, travel expenses and professional memberships; submits purchase orders and payment requisitions.
Schedules conference room reservations and maintains a reservation calendar to avoid double booking.
Coordinates conference registrations, travel, and hotel accommodations.
Supports department initiatives; assists with special projects as requested.
Performs clerical duties including answering incoming calls, processing mail and emails, making copies, scanning and printing documents.
Adheres to the department's safety rules and regulations.
Use computer applications or other automated systems such as spreadsheets, word processing, calendar, e-mail and database software in performing work assignments.
FUNCTIONS SPECIFIC TO POSITION IN LANGUAGE SERVICES:
Answers incoming calls and assists or forwards requests to the appropriate staff member; serves as backup to Foreign Language Coordinators.
Performs administrative duties including monitor clinic schedule(s) for interpreter needs through EPIC.
Contacts contract interpreters through secure email or via telephone to schedule new appointments and confirm availability or inform of cancellations
Work closely with staff and providers to schedule interpretation needs, including prioritizing the use of on-site interpreter versus Video Remote Interpretation (VRI) or over-the-phone interpretation; and send patient information to interpreter safely and securely
Help to maintain and update Interpretation Log and Outlook Language Calendar with confirmed schedule needs and interpreter coverage
Help maintain the Spanish voicemail to respond to voice messages and requests.
Respond on short notice if emergencies arise.
Monitor and process interpreter invoices, as submitted, weekly and within 30 days of invoice being submitted
Submit processed invoices to Health Purchasing to be processed by OCHD finance
Monitor and respond to invoice related questions, as necessary.
Full Performance of Knowledge, Skills, Abilities
FULL PERFORMANCE OF KNOWLEDGE, SKILLS AND ABILITIES
Good knowledge and understanding of Health Department programs and services.
Good knowledge of relevant state and local laws and ordinances governing department operations, and the ability to interpret and apply specialized policies and procedures.
Good knowledge of accounting, payroll, budget and bookkeeping practices and the ability to perform mathematical calculations.
Good knowledge of HIPAA guidelines and the ability to apply confidentiality guidelines to client information and records.
Skill in public and interpersonal relations, and the ability to effectively communicate both orally and in writing.
Skill in providing excellent customer service.
Skill in establishing priorities and organizing work among various divisions, and the ability to multi-task with frequent interruptions.
Strong clerical skills (i.e., filing, typing and providing assistance to the general public and staff).
Ability to demonstrate sound judgment, integrity, resourcefulness, accuracy, thoroughness, and physical condition commensurate with the demands of the position, while maintaining an ethical standard of care.
Ability to retrieve, analyze and compile information from databases, perform research and prepare reports.
Ability to accurately maintain files and records.
Ability to establish and maintain effective professional relationships with and between co-workers, County departments, Advisory Board members, program participants and the public; ability to work collaboratively with others.
Ability to relate well with others under stressful conditions.
Ability to effectively use computer applications such as spreadsheets, word processing, calendar, email and database software in performing work assignments.
MINIMUM QUALIFICATIONS
Graduation from an accredited college or university with an associate degree in Business or Office Administration or closely related field of study and two (2) years of work experience performing clerical/administrative functions and/or providing customer service;
OR
Graduation from High School or General Educational Development (GED) test equivalency
AND
four (4) years of work experience performing clerical/administrative functions and/or providing customer service.
Bilingual applicants are encouraged to apply.
Experience working in local government and/or with Advisory Boards is preferred.
SPECIAL REQUIREMENTS
Possession of or ability to readily obtain a driver's license valid in the State of North Carolina for the type of vehicle or equipment operated.
All offers of employment are conditional upon successful clearance of a background check and pre-employment drug testing. Employment cannot commence until the employee has been cleared.
Supplemental Information
PHYSICAL REQUIREMENTS AND POSSIBLE HAZARDS
Must be able to physically perform(with or without reasonable accommodations) the basic life operational support functions of standing, sitting, walking, typing, grasping, talking, hearing, handling, reaching and repetitive motions of the hands and wrists.
Must be able to perform light work exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or a negligible amount of force constantly to lift, carry, push, pull or move objects.
Must possess the visual acuity to perform extensive reading, prepare and analyze data and figures, perform accounting, and operate a computer terminal.
Benefits are not available for this position.
01
Orange County is an E-Verify employer. E-Verify is a program that electronically confirms an employee's eligibility to work in the United States after completion of the Employment Eligibility Verification Form (Form I-9). I understand, that if hired, my employment eligibility will be verified through E-Verify.
Yes
02
I understand that resumes are welcomed but do not substitute for the work experience section of this application and failure to complete the work experience section will result in an incomplete application, which will not be considered for eligibility. Did you fully complete the work experience section of this application?
YesNo
03
Do you have or are you able to obtain a driver's license valid in the State of North Carolina?
YesNo
04
Please indicate your highest level of education from an accredited school.
High School or GEDAssociates' DegreeBachelors' DegreeMasters' DegreeProfessional Certifications
05
What is your degree major?
Business AdministrationPublic AdministrationGeneral studiesMedical billing
06
How many years of experience do you have providing customer service in an office setting?
NoneLess than 1 year2 year but less than 4 years4 or more years
07
Do you 1 year or more of work experience using Microsoft Office products which include Outlook, Word, and Excel?
YesNo
08
In reference to the above question, please describe your customer service skills working with the public and your knowledge level of Microsoft products.
09
Please indicate your proficiency in Spanish.
I cannot read, write or speak SpanishI am proficient at reading and writing in SpanishI am proficient at speaking SpanishI am fluent in reading, writing and speaking Spanish
Required Question
$20.00 Hourly
Location :
Health Department, NC
Job Type:
Temporary
Job Number:
185-2024-9410
Department:
Health
Opening Date:
11/08/2024
Closing Date:
11/25/2024 11:59 PM Eastern
General Description
The Orange County Health Department has an opening for a temporary Administrative Assistant.
The work involves the responsibility for performing administrative tasks in support of the Health Department.
Work is performed under the general supervision of the Health Director, the Compliance Manager, and/or the Finance & Administrative Services Director, with some leeway for independent judgment within the framework of applicable rules, regulations, policies and procedures in the performance of duties, both in terms of planning and accomplishing work and in making decisions. This position does not supervise staff. Does related work as required.
Our goal is to be a diverse workforce that is representative, at all job levels, of the residents we serve. Each position is a key contributor to the work in the department to address systemic racial inequities and prevent discrimination on the basis of race, age, color, disability, national origin, or sex. This work requires us to confront inequities of the past, reveal inequities of the present and develop effective strategies to move all of us towards an equitable future for all people in Orange County.
work location: 300 W Tryon St, Hillsborough, NC
*a background check and pre-employment drug screening is required.Examples of Essential Functions
The following are examples of typical work activities and responsibilities for various positions in this classification. The incumbent may be responsible for performing other related duties and responsibilities as required or assigned.
A position may not include all the work examples given, nor does the list include all that may be assigned.
Provides administrative support to the Health Director, Compliance Manager, and/or Finance and Administrative Services Director by managing the calendar, preparing correspondence, or answering incoming calls in their absence.
Maintains confidential client and employee records and integrates procedural requirements into operations; ensures strict confidentiality is always maintained.
Reconciles invoicing, mileage reports, travel expenses and professional memberships; submits purchase orders and payment requisitions.
Schedules conference room reservations and maintains a reservation calendar to avoid double booking.
Coordinates conference registrations, travel, and hotel accommodations.
Supports department initiatives; assists with special projects as requested.
Performs clerical duties including answering incoming calls, processing mail and emails, making copies, scanning and printing documents.
Adheres to the department's safety rules and regulations.
Use computer applications or other automated systems such as spreadsheets, word processing, calendar, e-mail and database software in performing work assignments.
FUNCTIONS SPECIFIC TO POSITION IN LANGUAGE SERVICES:
Answers incoming calls and assists or forwards requests to the appropriate staff member; serves as backup to Foreign Language Coordinators.
Performs administrative duties including monitor clinic schedule(s) for interpreter needs through EPIC.
Contacts contract interpreters through secure email or via telephone to schedule new appointments and confirm availability or inform of cancellations
Work closely with staff and providers to schedule interpretation needs, including prioritizing the use of on-site interpreter versus Video Remote Interpretation (VRI) or over-the-phone interpretation; and send patient information to interpreter safely and securely
Help to maintain and update Interpretation Log and Outlook Language Calendar with confirmed schedule needs and interpreter coverage
Help maintain the Spanish voicemail to respond to voice messages and requests.
Respond on short notice if emergencies arise.
Monitor and process interpreter invoices, as submitted, weekly and within 30 days of invoice being submitted
Submit processed invoices to Health Purchasing to be processed by OCHD finance
Monitor and respond to invoice related questions, as necessary.
Full Performance of Knowledge, Skills, Abilities
FULL PERFORMANCE OF KNOWLEDGE, SKILLS AND ABILITIES
Good knowledge and understanding of Health Department programs and services.
Good knowledge of relevant state and local laws and ordinances governing department operations, and the ability to interpret and apply specialized policies and procedures.
Good knowledge of accounting, payroll, budget and bookkeeping practices and the ability to perform mathematical calculations.
Good knowledge of HIPAA guidelines and the ability to apply confidentiality guidelines to client information and records.
Skill in public and interpersonal relations, and the ability to effectively communicate both orally and in writing.
Skill in providing excellent customer service.
Skill in establishing priorities and organizing work among various divisions, and the ability to multi-task with frequent interruptions.
Strong clerical skills (i.e., filing, typing and providing assistance to the general public and staff).
Ability to demonstrate sound judgment, integrity, resourcefulness, accuracy, thoroughness, and physical condition commensurate with the demands of the position, while maintaining an ethical standard of care.
Ability to retrieve, analyze and compile information from databases, perform research and prepare reports.
Ability to accurately maintain files and records.
Ability to establish and maintain effective professional relationships with and between co-workers, County departments, Advisory Board members, program participants and the public; ability to work collaboratively with others.
Ability to relate well with others under stressful conditions.
Ability to effectively use computer applications such as spreadsheets, word processing, calendar, email and database software in performing work assignments.
MINIMUM QUALIFICATIONS
Graduation from an accredited college or university with an associate degree in Business or Office Administration or closely related field of study and two (2) years of work experience performing clerical/administrative functions and/or providing customer service;
OR
Graduation from High School or General Educational Development (GED) test equivalency
AND
four (4) years of work experience performing clerical/administrative functions and/or providing customer service.
Bilingual applicants are encouraged to apply.
Experience working in local government and/or with Advisory Boards is preferred.
SPECIAL REQUIREMENTS
Possession of or ability to readily obtain a driver's license valid in the State of North Carolina for the type of vehicle or equipment operated.
All offers of employment are conditional upon successful clearance of a background check and pre-employment drug testing. Employment cannot commence until the employee has been cleared.
Supplemental Information
PHYSICAL REQUIREMENTS AND POSSIBLE HAZARDS
Must be able to physically perform(with or without reasonable accommodations) the basic life operational support functions of standing, sitting, walking, typing, grasping, talking, hearing, handling, reaching and repetitive motions of the hands and wrists.
Must be able to perform light work exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or a negligible amount of force constantly to lift, carry, push, pull or move objects.
Must possess the visual acuity to perform extensive reading, prepare and analyze data and figures, perform accounting, and operate a computer terminal.
Benefits are not available for this position.
01
Orange County is an E-Verify employer. E-Verify is a program that electronically confirms an employee's eligibility to work in the United States after completion of the Employment Eligibility Verification Form (Form I-9). I understand, that if hired, my employment eligibility will be verified through E-Verify.
Yes
02
I understand that resumes are welcomed but do not substitute for the work experience section of this application and failure to complete the work experience section will result in an incomplete application, which will not be considered for eligibility. Did you fully complete the work experience section of this application?
YesNo
03
Do you have or are you able to obtain a driver's license valid in the State of North Carolina?
YesNo
04
Please indicate your highest level of education from an accredited school.
High School or GEDAssociates' DegreeBachelors' DegreeMasters' DegreeProfessional Certifications
05
What is your degree major?
Business AdministrationPublic AdministrationGeneral studiesMedical billing
06
How many years of experience do you have providing customer service in an office setting?
NoneLess than 1 year2 year but less than 4 years4 or more years
07
Do you 1 year or more of work experience using Microsoft Office products which include Outlook, Word, and Excel?
YesNo
08
In reference to the above question, please describe your customer service skills working with the public and your knowledge level of Microsoft products.
09
Please indicate your proficiency in Spanish.
I cannot read, write or speak SpanishI am proficient at reading and writing in SpanishI am proficient at speaking SpanishI am fluent in reading, writing and speaking Spanish
Required Question