Job Description Summary

Department - Health

Job Description

Job Type: Classified

Job Classification: 5896 - Administrative Assistant II

Salary Grade: 2

Pay Range:

Hiring Range: $17.37- $20.41 Per Hour

Pay Range: $17.37 - $23.45 Per Hour 

Range Explanation:

• Hiring Range is an estimate of where you can receive an offer. The actual salary offer will carefully consider a wide range of factors, including your skills, qualifications, experience, education, licenses, training, and internal equity.

• Pay Range is the entire compensation range for the position.

This position supports department operations by handling public inquiries, routing calls, and streamlining communication and administrative processes. Manages data entry, updates digital records, and maintains organized electronic files for easy access. Handles clerical tasks such as managing mail, coordinating couriers, and operating office equipment like printers and digital communication tools. Oversees specialized tasks like drafting and formatting documents to improve operational efficiency. The Administrative Assistant II position differs from the Administrative Assistant I position due to a higher-level complexity of duties.

Duties Include:

• Provides detailed information in response to queries concerning CHFS operations over the phone, at the service counter, via email or through the mail. Questions specific to food, vector, lodging, pool/spa, mobile home parks or delinquent accounts.

• Uses effective communication to answer questions from the public, businesses, and other agencies about CHFS policies and procedures to obtain required permitting, fees and the inspection process. Responds to public information requests and other research.

• Multi-task and fast paced position that involves taking initiative, answering phones, helping clients at service window, and assisting Environmental Health staff with permits and fee questions. Duties require attention to detail and accuracy to meet daily demands.

• Completes high cash transactions according to policies and procedures for processing claim demands, invoices, and financial documents using current county software.

• Utilizes specialized databases to produce routine, periodic and special reports. Enter data, compile and edit reports.

• Record and complete complaint forms.

• Bilingual capabilities strongly preferred for phone and in person client interactions.

• Coordinates unit activity with other departmental sections or divisions and with other County departments or outside agencies.

• Participates in Public Health emergency events, exercises and training, as required.

• Performs other tasks as assigned.

Essential Functions:

As defined under the Americans with Disabilities Act, this classification may include any of the following tasks, knowledge, skills, and other characteristics. This list is ILLUSTRATIVE ONLY and is not a comprehensive listing of all functions and tasks performed by incumbents of this class. Work assignments may vary depending on the department’s need and will be communicated to the applicant or incumbent by the supervisor.

• Responds to public and staff by providing general information pertaining to departmental or program activities;

• Answers single- and multi-line telephones, routes calls and relays messages;

• Resolves routine problems in person, by phone and through correspondence with complainant;

• Requests specific information by telephone;

• Checks documents for completeness and accuracy and issues licenses and permits;

• Types and word processes a variety of documents such as correspondence, reports, forms, contracts, requisitions and claims;

• Edits documents for grammar, punctuation, spelling and format;

• Codes, confirms, enters, updates, and retrieves data using automated filing systems;

• Verifies accuracy of data entered into the system and corrects information by making updates, additions or deletions as required, and prints reports;

• Establishes and maintains filing systems and retrieves documents from files as required;

• Researches document files and automated records for specific information;

• Copies and distributes materials and acts as key operator for copy machine;

• Reads, screens and directs mail and composes answers to routine correspondence;

• Calculates fees, records payments and balances routine accounts;

• Operates various office equipment such as typewriters, com