Performs a variety of complex clerical duties requiring confidentiality, special terminology and considerable exercise of independent judgment.
Essential Duties and Responsibilities:
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Other duties may be assigned. (any one position may not include all of the duties listed nor do the listed examples include all duties which may be found in positions of this class.)
• Greets persons entering the Health Department, determines nature and purpose of visit, and directs or escorts them to specific destinations. Operates multi-line telephone system to answer, screen, or forward calls and provide information. Assists customers by providing information and resolving their complaints.
• Responds to requests for birth and death certificates and disposition permits via telephone, mail, fax and in person. Reviews applications and supporting documentation to determine entitlement to confidential records and evaluates primary and secondary identification(s) submitted for authenticity and acceptability. Examines certificates for accuracy and completeness and makes corrections and/or resolves discrepancies. Researches and prepares certified copies of birth and death certificates utilizing various on-line computer applications and databases. Issues disposition permits to mortuaries for burial or cremation. Runs periodic statistical reports according to Department policy and/or State regulations. Periodic weekend on-call duty required for Vital Statistics/Deputy Registrar responsibilities.
• Verifies charges for services or products received, collects deposits or payments, and/or arranges for customer billing. Receives payment by cash, check, credit cards, or vouchers. Enters customers' transactions into computers to record transactions and issues computer-generated receipts, refunds, or change due to customers. Balances currency, coin, and checks in cash drawers at ends of shifts, and calculates daily transactions using computers, calculators, or adding machines. Reconciles daily summaries of transactions to balance books. Keeps accurate records of monetary exchanges, various transaction forms, and transaction reconciliations.
• Opens, sorts and analyzes incoming mail, faxes, memos, contracts, and reports to determine their significance and plan their distribution.
• Composes a variety of confidential and complex correspondence and documents utilizing technical terminology and composition skills requiring accuracy and completeness. Proofreads data and other information, such as memos, records or reports.
• Schedules and confirms appointments, meetings, hearings, conferences and other arrangements. Gathers, prepares and distributes agendas and related documentation for meetings, hearings, conferences, etc. Attends meetings and takes and transcribes minutes and notes, at times requiring the use of technical terminology.
• Compiles, copies, sorts, and files or scans records of various business activities. Establishes and maintains accurate paper and/or electronic filing systems. Records information, updates paperwork, or maintains documents such as contracts, financial records, correspondence, or other department activities. Assists with year-end close activities, including year-end file rotation. Archives records electronically and maintains all records of various transactions according to Department policy or State or Federal regulations.
• Performs moderately complex accounting work. Receives and verifies information from various sources and enters data into ledgers and other records. Prepares statistical reports and produces financial information as directed. Assists with annual county budget as directed.
• Cross-trains with teammates on accounting and administrative support where/when appropriate to provide back-up assistance for various administrative staff.
• Maintains and improves quality of existing work process documentation and training materials.
• Utilizes several computer programs on a daily basis such as MicroSoft Excel to create and maintain spreadsheets, tables and formulas, upload/download and manipulate data; MicroSoft Word to create forms, compose and edit correspondence, reports, and distribute memos, etc; Outlook to access email, calendars, contacts and tasks; and several other county and/or State software programs.
• Operates office machines such as photocopiers and scanners, 10-key calculators, typewriters, facsimile machines, voice mail systems, and personal computers.
EDUCATION and EXPERIENCE:
Three years experience in an increasingly responsible position in an office setting or any equivalent combination of education and experience.
High school graduation or equivalent with course work in office and business practices.
Certificates, Licenses, Registrations:
Ability to pass criminal background check. A pre-employment criminal background check will be conducted as part of the selection process. Felony convictions or conviction of crimes of moral turpitude or convictions of misdemeanors related to job duties may disqualify you from being considered for this position. Should your background check reveal any charges and convictions, it is your responsibility to provide the Weld County Department of Public Health and Environment Administrative Division with an official disposition of any charges if you wish to be considered for this position.
Ability to fluently speak, read and write Spanish.
Must be a current resident of the State of Colorado at time of application.
Weld County, CO - 23 days ago
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