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Job Description
Under general supervision of the Director of Health and Human Services, responsible for the provision of administrative duties for the Department of Health and Human Services, including customer service, providing logistical scheduling support to staff and bookkeeping functions. Provide comprehensive administrative support for the Department; provide support to the Board of Health. Provide assistance to internal and external customers of the Department. Greet visitors, answer phones, explain office procedures and respond to questions within level ofexpertiseand authorization, referring more complex issues to other resources.
Issues may include:
Explanation of division policies, regulations, and office procedures, including restrictions or requirements that apply in individual situations. Process permits issued by the Department and Board of Health via the online permitting software; review for completeness applications, and process new or renewal permits and licenses under thejurisdictionof the division, including food establishment, pools, animals, septic systems, etc. Process septic/sewer plans of individual homes or subdivisions. Prepare files for review by designated individuals, including creating file , postingpaymentsandforwardingreview sheets. Provide administrative services to the Board of Health and all Department personnel. Draft and type correspondence, reports and other documents using typical office software; screen and route calls and take andtransmitmessages; sort and screen mail; prepare agenda and other materials for meetings; schedule appointments; photocopy and fax materials;establishand maintain physical and electronic files. Assistin completing local, state, and federal activity reports asrequired. Assistin processing Burial Permits and all actions relative thereto. Assistin updating the Town's website, Board ofHealthand Department pages Administer the Department social media outlets, updating content asappropriate. Administer the Department's permitting software application. Understand confidentiality requirements andmaintain that confidentiality while receiving reports of communicable disease and animal bites. Coordinate animal bite reports with the Animal Control Officer. Assistin advertising Department activities, including health clinics, and scheduling appointments for clinics as needed. Attend Board of Health monthly meetings; develop and post agenda, configure hybrid technology, take and transcribe minutes. Perform special projects as directed. Respond to public record requests within level ofexpertise. Perform related duties asrequired. Skills, Knowledge and Abilities Knowledge of standard office procedures, practices,formsand equipment; dexterity and accuracy in operating standard office equipment. Ability to prepare routine to complex correspondence and reportsutilizingcomputerized office applications. Ability to understand, learn,interpretand explain policies and procedures, and to apply such guidelines appropriately to different situations. Ability to learn andoperatecomputer and web based systems. Ability to interact effectively and pleasantly with a wide variety of individuals including management personnel, other department staff, outside professionals and members of the public. Ability to communicate clearly and concisely with others, both verbally and in writing. Ability to understand, select and perform basic mathematical calculations, efficiently and accurately. Ability to perform multiple tasks and deal effectively with interruptions. Ability to perform detailed work accurately and with strict deadlines. Ability to take and prepareaccurateminutes of meetings. Ability toutilizeand operate computerized information systems (databases). Education and Experience Duties require two years of business school with knowledge of office administration, financial record keeping and automated office systems and procedures; 3 years of related experience; or any equivalent combination of education and experience. Must have experience with common social media platforms.
SUPERVISORY RESPONSIBILITY
None
PHYSICAL ELEMENTS
Normal office environments, not subject to extremes in noise, temperature, odors, etc. Intermittent moving around toassistcustomers or other staff members. Frequent interruptions toassistcustomers in the office or on the phone. May spend extended periods at terminal , on telephone, oroperatingother office machines, requiring eye - hand coordination and finger dexterity. Regular lifting and carrying of files, documents, records, etc. Requires attendance at evening meetings as scheduled.
FLSA Status:
Non-exempt Grade:
IE-14
Standard Work Week:
36.25 hours
Job Code:
6250
Risk Code:
8810 Town of Andover Classification Review Revised December 3, 1998; June 27, 2005; April 10, 2020
