Full-Time Administrative Assistant

Division: Administration

Minimum Qualifications

Minimum of Associate Degree or equivalent and 3 years’ experience in administration, accounting, human resources, communications, public health, or related field. Must have thorough knowledge of business and strong clerical, organizational, and oral and written communication skills. Must have experience with fiscal operations and computer programs including, but not limited to: Microsoft 365. Extensive computer experience required. Must have knowledge of general office procedures/equipment and be able to work effectively under stress. Experience dealing with Board conduct and management and medical billing preferred. Must possess the ability to handle customer calls and public relations problems effectively. Must maintain strict confidentiality at all times. Teamwork and professionalism a must. 

Must have the ability to work with diverse community groups. Must have a dependable vehicle for use during work hours, valid Illinois Driver’s License, and appropriate auto insurance. Must be physically able to get in and out of a car many times per day in all types of weather. This position requires an individual be physically able to meet the demands of the job including bending, squatting, lifting up to (30) pounds.

Pay Grade/Base Salary:  Level 6/$32,344.57

Summary of Job Duties

Completes high level administrative, human resources, and general clerical duties in Administration including, but not limited to: filing, billing, mail distribution, procurement, human resources, Freedom of Information Act (FOIA) requests and other duties as assigned by the CFO, Assistant Administrator, and Administrator.  Acts as procurement officer who is responsible for ordering all supplies, equipment, etc. for the Macon County Health Department (MCHD) and turns in proper documentation to CFO for payment. Completes reports as required by CFO.  Responsible for vehicle fleet management. Schedules and manages maintenance and repairs. Works with the Macon County Highway Department. Receives, sorts, and delivers mail and packages from USPS, UPS, Fed-Ex, Amazon, and/or any other vendor. Responsible for postage meter: lease, supplies, updates, adding postage, etc. Records equipment purchases in fixed asset spreadsheet and adheres tags with designated numbers. Coordinates and prepares print jobs for all Divisions.  Acts as the point of contact for the copier/printing related issues. Acts as back-up liaison to Board of Health; coordinates communication to Board Members and is responsible for Board setup and documentation. Maintains and updates Board of Health (BOH)-related information on the MCHD website. Delivers necessary documents, deposits, and records to the Macon County Building and other locations as needed. Maintains records and distributes gift cards for Maternal Infant Early Childhood Home Visiting (MIECHV), Teen Pregnancy, and Better Birth Outcomes (BBO) programs. Logs and tracks Decatur Public Building Commission work orders from initiation to completion in Microsoft SharePoint. Uses technology to accomplish any computer-related functions including, but not limited to copying, scanning, or other related activities. Completes human resources clerical duties completing the following duties as assigned: Handling employment applications through the hiring process, Scheduling, conducting, and reviewing testing for applicants, Completes pre-employment screenings, Assisting with employee recognition programs, Completes FMLA paperwork for employees, Prepares documents for employees and new hires, Updates employee roster, fleet list, and internal phone list, Maintain auto insurance, driver’s list, and license lists and database, Assists with transition and data entry to database (MIP).

How to Apply

Applications can be picked up at the Macon County Health Department Front Desk at 1221 E. Condit, Decatur, Illinois, or you can go to our website, www.maconchd.org to print a copy of the application. Completed applications should be submitted to Macon County Health Department Attention: HR at 1221 E. Condit, Decatur, Illinois, 62521 or emailed to hr@maconchd.org.

The Macon County Health Department is an Equal Opportunity Employer and Drug Free Workplace.