Administrative Assistant (Austin Public Health) at City of… · Dove…

About This Position

Job Description:

Purpose:

Work in conjunction with other administrative personnel to perform a wide variety of administrative support tasks.

Duties, Functions and Responsibilities:

Essential duties and functions, pursuant to the Americans with Disabilities Act, may include the following. Other related duties may be assigned.

• Greets visitors, handles their inquiries, and directs them to the appropriate person.
• Answers multi-line telephones, or two-way radios and directs calls or takes messages.
• Maintains office supply inventories by placing orders.
• Schedules and coordinates meetings.
• Distributes, disperses, and reconciles petty cash requests.
• Types letters, memos, forms and other correspondence.
• Picks up, sorts and delivers mail to appropriate person.
• Files and retrieves documents, records and reports.
• Maintains records, enters data and retrieves data as needed.
• Analyzes and interprets data and prepares reports.

Responsibilities - Supervisor and/or Leadership Exercised:

• None.

Knowledge, Skills, and Abilities:

Must possess required knowledge, skills, abilities, and experience and be able to explain and demonstrate, with or without reasonable accommodations, that the essential functions of the job can be performed.

• Knowledge of applicable processes, techniques and methods.
• Knowledge of city practices, policy and procedures.
• Skill in oral and written communications.
• Skill in using computers and related software.
• Skill in handling multiple tasks and prioritizing.
• Skill in data analysis and problem solving.
• Skill in planning and organizing.
• Ability to work with frequent interruptions and changes in priorities.
• Ability to establish and maintain good working relationships with city employees and the public.

Minimum Qualifications:

• Graduation from an accredited high school or equivalent, plus three (3) years of experience in general clerical/secretarial experience.
• Education and or experience will substitute for the minimum qualifications

Licenses and Certifications Required:

• None.

Preferred Qualifications:

• Experience providing customer service in a health care or clinical setting.
• Bilingual – English/Spanish.
• Reliable transportation and flexibility to work in clinic locations in Travis and Bastrop counties.
• Ability to work outside the hours of 8am–5pm, including some weekends.
• Experience and proficiency with electronic health record systems (e.g., MOSAIC-TXIN, eCW, Epic Systems).
• Proficiency with Microsoft Office applications.
• Experience communicating effectively in a health care setting.

Notes to Candidate:

Position Overview:

The ideal candidate should excel in delivering exceptional customer service, work efficiently to assist clients and have a passion to serve the public. Responsibilities include conducting WIC eligibility screening including income screening, identification and residency verification; supporting the application and certification process. Greeting customers in person and over the phone. Entering data into software applications following established policies and procedures. This role also ensures that applicants fully comprehend all eligibility requirements and necessary documents for appointments and expectations requiring qualifications for the WIC program. The position also involves generating reports and conducting audits in line with WIC guidelines as well as following protocols for inventory management. Community engagement to encourage participation is another key aspect of this role.

Salary Range: Min: $22.05 to Mid: $24.26

Location: Dove Springs WIC- Dove Springs Public Health Center-(5811 Palo Blanco Lane)

General Work Schedule:

• Monday – Thursday 7:30 AM -4:30 PM (half hour for lunch)

Friday, 7:30 AM- 1:30 PM

*Hours may vary due to operational needs.

Grant Funded Position:

This position is grant-funded, meaning its financial support comes from allocated funds that may be modified, reduced, or canceled at the discretion of the City of Austin or the grant provider.

Who We Are:

Austin Public Health (APH) works to ensure that the community is protected from disease and other public health threats, and to empower others to live healthier, safer lives. This position supports Austin Public Health’s Mission and Core Purpose identified in the Austin Public Health Strategic Plan.

Visit our website to learn more about what services, programs, and resources our team at Austin Public Health provides to the Greater Austin community.

Why Join Us?

Meaningful Work

Contribute to services and programs that improve the lives of the people in our community. Your work directly enables our department to deliver tangible resources, knowledge, and services in high-impact areas.

Innovation and Collaboration

Collaborate with diverse and talented teams, leveraging technology, continuous improvement, and best practices to drive progress and deliver meaningful services to the Greater Austin Area.

Professional Growth and Development

Achieve your professional goals. APH offers opportunities to advance in multiple career paths, including nursing, medical fields, program management, environmental health, finance, business administration, process improvement, and data analytics. Education assistance is available through our tuition reimbursement program, and other financial and professional development support for continuing education, licenses, and certifications may be available.

Work-Life Balance

Enjoy a balanced lifestyle in a city renowned for its quality of life, outdoor activities, and cultural experiences. Our employees also enjoy the ability to work up to 60% remotely, depending upon position and business needs.

Health and Wellness

The City of Austin is committed to providing cost-effective, sustainable benefits that assist employees in being physically and mentally healthy. For employees that are covered this includes low-cost medical, dental, vision, paid leave time, a highly competitive retirement plan, training opportunities and more. Click here to review the City of Austin's Employee Benefits Guide.

To learn more about working with the City of Austin, click here to watch a short video!

Application Details:

A detailed, complete City of Austin employment application is required to help us better evaluate your qualifications. Please be thorough in completing the employment application and list all experience that is relevant to this position.

• If you are selected as the top candidate for a position, we may be contacting your current and former employer listed on the application for reference checks as a part of the pre-employment verification process.
• If you are identified as a top candidate, verification of your education, which may include High School graduation or GED equivalent, undergraduate and/or graduate degrees, will be required depending on position requirements.

Additional Details:

• This position may require a skills assessment.
• The Austin Public Health Department may close this job posting at any time after it has been advertised for seven (7) days, please apply as soon as possible if interested.
• Please be aware that the Job Posting Close Date reflects the final day to apply, but the posting will close at 11:59 PM the day before the date listed. All application steps, including attachments and submissions, must be fully completed before that time.
• We also recommend that you save or print a copy of the job posting for your records. Once a posting has closed, it will no longer be viewable in the system.
• This position will require a pre-employment Criminal Background Investigation (CBI).

Immunization Requirement:

Austin Public Health employees must comply with the department’s immunization policy. Proof of having had certain vaccinations is required for employees that work in an environment that involves face-to-face interaction with pregnant women, infants, children, STI/TB clients, immunocompromised clients, and clients at high risk for TB on a routine basis.

Tobacco-free Workplace:

The City of Austin is a tobacco-free workplace. Use of tobacco products and/or e-cigarettes is not permitted on any City of Austin worksite- including construction sites, parking lots, garages, or in personal vehicles parked on the premises.

Travel:

The Austin Public Health Department is comprised of multiple facilities located throughout the Greater Austin area. If you are selected for this position, and meet the Driver Safety Standards in the City of Austin Driver Record Evaluation you may drive when necessary to multiple locations as part of your regular job duties. Otherwise, you are responsible for getting to and from these locations.

Driving Requirement:

This position requires a Valid Texas Class "C" Driver's License. External New Hires must meet the City of Austin's Driver Record Evaluation (DRE)requisite. To be considered for a driving position, applicants cannot have more than three moving violations or a total of six Driver Record Evaluation points within a period of thirty-six (36) months.

Hybrid Work Environment:

The City of Austin Telework Program is designed to empower employees and leaders to establish hybrid work arrangements that promote high levels of performance and engagement. The City of Austin has an established work arrangement under which an employee is scheduled to work at least 2 days per week at their designated worksite, depending on the position. Some positions may require additional time at their designated worksite.

90 Day Provision for Additional Vacancy:

If the same or an additional vacancy occurs within the Austin Public Health Department in the same job title within 90 days after the start date of the top candidate, the additional position may be offered to another top candidate from the same candidate pool. This may include filling other vacancies with the same job title in other division/work locations within the Austin Public Health Department. Decisions on assigned selection may be made at the time of hire based on the business needs of the department.

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Links:

(APH Strategic Plan.pdf | Powered by Box)

(Austin Public Health | City of Austin | AustinTexas.gov)

( https://www.austintexas.gov/department/active-employee-benefits)

( https://www.youtube.com/watch?v=lmXyHwXyMbg)

(City of Austin Driver Safety Standards)

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JOIN THE CITY OF AUSTIN TEAM

At the City of Austin, we are more than just an employer—we are a vibrant community dedicated to shaping one of the nation's most dynamic and innovative cities. As we strive to fulfill our commitment as public servants, it is important that we ground our efforts in a set of guiding principles – Empathy, Ethics, Excellence, Engagement, and Equity – that anchor our delivery of services that significantly impact the lives of Austinites. Joining the City of Austin means embarking on a purposeful career, contributing to the community, and being part of a forward-thinking organization that values every employee.

What Makes the City of Austin Special?

• Make a Difference: Join a team driving meaningful change in one of the fastest-growing cities in the nation.
• Value and Innovation: Work in an environment where employees are valued, and innovation thrives.
• Competitive Benefits: Enjoy a comprehensive compensation package that includes generous leave, work-life balance programs, and extensive benefits.
• Retirement Security: Plan for the future with the City of Austin Employees' Retirement System.
• Sustainable Transportation Options: Commute easily with access to public transit and bike-friendly infrastructure.
• Focus on Wellness: Stay healthy through wellness programs, on-site fitness centers, and mental health support.
• Career Growth: Advance your skills and expertise with professional development and leadership opportunities.
• Modern Workspaces: Work in innovative and sustainable environments that foster collaboration and inspiration.

By joining us, you become part of a community that values its people and is committed to making Austin the most thriving and resilient city in the country.

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EEO Statement for City of Austin:

The City of Austin will not discriminate against any applicant or employee based on race, creed, color, national origin, sex, gender identity, age, religion, veteran status, disability, or sexual orientation. In addition, the City will not discriminate in employment decisions on the basis of an individual's AIDS, AIDS Related Complex, or HIV status; nor will the City discriminate against individuals who are perceived to be at risk of HIV infection, or who associate with individuals who are believed to be at risk.

City of Austin is committed to compliance with the Americans with Disabilities Act. If you require reasonable accommodation during the application process or have a question regarding an essential job function, please call (512) 974-3210 or Texas Relay by dialing 7-1-1.