Communications - Citizens Square - Administrative Assistant - Env

Department:  Health - Food, Tattoo, Pollution, Lead, Lodging, Swimming Pools
FLSA Status:  Non-exempt

Classification/Level:  Office Support, PG-3                                                             
Date: 02/2025

Under the direction of the Director of Environmental Services, the Administrative Assistant performs a range of clerical, data entry, and receptionist duties, while providing essential support to various divisions within the Health Department. Customer service is the core focus of this role, requiring constant interaction with the public and staff to address inquiries, process requests, and ensure departmental needs are met.  This position is covered by due process as defined by The Board of Commissioners of the County of Allen Employee Handbook.

ESSENTIAL FUNCTIONS:

• Receives and responds to questions and complaints from the general public either through a multi-line telephone or in person regarding all areas of the Health Department. Provides excellent customer service to the public by informing, educating and answering their questions/concerns and meeting their needs regarding departmental policies and procedures. Takes complaints, enters them into various records systems and ensures appropriate assignment to other personnel for follow-up.
• Assists members of the public and other agencies with information related to internal ordinance requirements, requirements pertaining to soil testing reports, onsite sewage system permits, water and air pollution concerns and testing, swimming pools, tattoo/body piercing facilities, food establishments, lodging facilities and childhood lead issues. This position will be cross-trained in all support areas needed and work in each division’s topic matter will be assigned among staff as needed.
• Receives and reviews various applications, plans, fees, and other documents for accuracy and completeness and forwards to the appropriate division as directed for additional processing and review. Generates receipts for payments, enters information in software platform, and assists with daily monetary balancing and other reporting.
• Assists clients through the permitting process for various ordinance requirements such as food establishments, lodging facilities, tattoo/body piercing, septic systems and swimming pools - all of which requires a great deal of accuracy and detailed data entry.
• Assembles various inspection reports, documents, test reports and other paperwork as needed in response to public records request needs
• Maintains and continually updates a large variety of records/files such as permits, inspections reports, permit renewals, receipts, and many other Departmental documents and information.  This may include special assignments related to scanning, purging and maintaining records in various methods/media. Trains on and assists department personnel in using filing/records system(s) as needed to ensure efficient retrieval of records.
• Responsible for maintaining, scanning, indexing, and continually updating  the electronic and hard copy filing system(s) for all Indiana Department of Environmental Management (IDEM)-related public records.
• Fulfills Phase 1 environmental records assessment requests from the public and business professionals.
• Processes incoming and outgoing mail, transports mail to various areas when needed, and distributes mail and packages to personnel as appropriate.
• Prepares and creates a variety of departmental correspondence, permits, and reports including creating and updating database files, and researching and gathering information for monthly and annual division reports and permitting needs.
• Assists with packaging items as directed for outreach distribution and assists other departmental staff as needed including working on a variety of special projects.
• Performs all other duties as assigned, including overtime as required.

REQUIREMENTS:

• High School Diploma or GED required
• Minimum of one year of clerical and/or customer service experience in an office or public-facing environment
• Excellent customer service skills, including the ability to remain professional, courteous, and patient while addressing public inquiries, complaints, and concerns
• Strong verbal and written communication skills with the confidence and ability to interact with the public daily
• Ability to learn, retain, and accurately explain departmental policies and procedures related to environmental health regulations, including food establishments, tattoo/body piercing facilities, swimming pools, lodging facilities, septic systems, and pollution control
• Proven ability to multitask and work efficiently in a fast-paced environment with frequent interruptions, distractions, and interactions with the public
• Strong attention to detail and accuracy when handling documents, records, payments, and data entry
• Ability to maintain strict confidentiality of departmental records, sensitive information, and public requests
• Strong teamwork skills, with the ability to collaborate effectively in a close office environment while also working independently on assigned tasks

PERFORMANCE EXPECTATIONS:

The Administrative Assistant is expected to perform clerical, data entry, and receptionist duties with accuracy, efficiency, and professionalism while providing exceptional customer service to both the public and internal staff. This role requires the ability to manage multiple tasks, respond to inquiries promptly, and maintain strict confidentiality of departmental records. The assistant must adapt to frequent interruptions, work collaboratively within a team-oriented environment, and effectively apply departmental policies and procedures in daily operations.

RESPONSIBILITY:

The Administrative Assistant is responsible for performing clerical, data entry, and receptionist duties while supporting various divisions within the Health Department. This role involves handling public inquiries, processing permits and records, and managing correspondence while ensuring compliance with departmental policies. Responsibilities also include verifying and providing information related to permit issuance, reviews, inspections, and sewer connections. The assistant must maintain accurate documentation, uphold confidentiality, and provide excellent customer service while effectively managing multiple tasks in a fast-paced environment.

PERSONAL WORK RELATIONSHIPS:

The Administrative Assistant interacts frequently with the public, county employees, and various governmental agencies to provide information, process requests, and ensure compliance with departmental policies.

WORKING CONDITIONS/PHYSICAL DEMANDS:

The administrative assistant works in a standard office environment with frequent sitting, typing, and document handling. This role requires strong attention to detail and the ability to focus despite frequent interruptions.  Physical tasks may include lifting up to 20 pounds, bending, reaching, pushing/pulling, and occasional climbing. The position also involves prolonged computer use, proofreading, and monitoring office equipment, requiring both mental and visual effort.

• Prolonged sitting and computer use for data entry and customer service.
• Frequent repetitive motions like typing and filing.
• Occasional lifting, carrying, and reaching for files and supplies.

The description below outlines the physical requirements specific to the Administrative Assistant’s role:

SUPERVISION:

This position does not supervise other employees.

LICENSING:

National Incident Management System (NIMS) certification upon employment as required for all public health staff.

Valid Driver’s License and ability to legally operate a motor vehicle for county duties.

IMMEDIATE SUPERVISOR:

This position reports to the Director of Environmental Services.

HOURS:

8:00 AM to 4:30 PM, standard 37.5-hour workweek, with the ability to respond to emergencies on a 24-hour basis in the event of a public health emergency or disaster.

EEO CATEGORY:

0806

WORKERS’S COMP CODE:

8810