Public Health Administrative Assistant

General Purpose
To assist with various administrative duties in support of the Public Health department. These duties
include extensive interaction with the public ensuring that clients receive compassionate customer service
and personal information is kept confidential so that programs meet quality standards. This involves
standard administrative responsibilities, such as greeting and directing visitors, responding to inquiries
from staff and the public via phone/email/social media, processing paperwork/records, and scheduling
appointments.
Supervision Received
Works under the general direction of the Business Manager of the San Juan County Public Health
Department Director with 20% supervision from the WIC Director and general practical guidance from
other Departmental Directors (Executive, Environmental, Business, Operations, Nursing, and Health
Promotion).
Essential Functions
● Greets individuals entering the building and calling the Department (for example,
visitors, parents, students, vendors) for the purpose of responding to inquiries and do so
in a congenial, respectful, and professional manner.
● Answers telephone system for the purpose of screening calls, transferring calls,
responding to inquiries and/or taking messages.
● Maintains reception area, web-based, and other promotional materials (for example,
walls, posters, newsletters, event calendars) for the purpose of providing resource
information to visitors and the public.
● Performs general secretarial and clerical functions (scheduling, copying, faxing, data
entry, filing, upkeep of office equipment and supplies, etc.) for the purpose of supporting
office operations.
● Complete current and relevant training related to customer service, WIC intake,
community health workers, WIC vendor inspections, and Vital Records.

● Complete WIC vendor inspections.
● Processes a variety of Vital Records (birth and death certificates) for the purpose of
conveying information within District guidelines and regulations.
o Act as a Vital Records specialist to complete Vital Record duties or functions as
assigned.
o Follow and stay up-to-date on front desk/Vital Records policies and procedures.
o Complete training in the use of the Utah Department of Health OLIVER computer
system for vital records; monitor changes in statutes and operating guidelines to ensure
compliance and accuracy of records.
o Follow policies and procedures to ensure confidentiality and prevent fraudulent use of
records.
o Ensure timely, complete, humane, and accurate registration of births and deaths in San
Juan County; prepare and issue birth and death certificates; utilize Electronic Death Entry
Network (EDEN) according to established policy, procedure and practice; Ensure that
corrections to various vital records as needed (e.g., paternity, name changes, spelling
errors) are done according to proper procedure.
o Ensure that information shared with funeral homes and medical records personnel is
timely and accurate.
o Account for numbered, certified copy forms issued.
● Provide verbal and written notification of ineligibility and/or termination of program
benefits.
● Assist Operations Manager with inventory of departmental materials and supplies and
assuring a clean and safe environment
● Support office wellness promotion (for example, organizing activities, goals, and
competitions)
● Process a variety of items (mail, special deliveries, packages, supplies, etc.) for the
purpose of distributing materials to appropriate parties.
● Educate clients and potential clients on relevant departmental or related resources.
● Answer questions and provide information to customers regarding our different programs
● Complete paperwork, collect money for billable services, and track/input various data
(for example, travel reimbursements, vehicle logs).
● Maintain the cash drawer and inputs customer receipts into accounting software.
● Perform other related duties as assigned for the purpose of ensuring the efficient and
effective functioning of the office and programs provided.
● Build and maintain collaborative relationships with colleagues, supervisors, community
partners, people from various socioeconomic backgrounds, and the general public.