Administrative Assistant II - Vital Records

Administrative Assistant II

Do you take pride in attendance and punctuality? Are you seeking a way to make a meaningful impact in your community? If so, the Pima County Health Department is looking for an energetic and highly organized Administrative Assistant II to join our Vital Records division! This is more than just an administrative roleit's an opportunity to serve the public, support essential health services, and ensure the integrity of vital records. You'll be the frontline connection for public inquiries, expertly managing administrative tasks while maintaining strict confidentiality and security protocols.

Your work will include processing birth and death records, interpreting Arizona State Statutes and Pima County policies, managing security paper, and analyzing legal documents. You'll handle financial transactions with precision, manage inquiries across multiple communication channels, and ensure the secure disposal of confidential information. Additionally, you'll oversee mail management, log payments, generate vital reports, and assist in staff training. You'll also collaborate with hospitals, funeral homes, courthouses, and government agencies to facilitate requests, making a direct impact on individuals and families every day.

We're looking for a proactive and service-oriented professional with strong administrative, communication, and customer service skills. Attention to detail, proficiency in data entry, and experience with financial transactions and report generation are essential.

If you're motivated to excel in a fast-paced environment and make a difference in the lives of others, apply today and become part of the dedicated team at the Pima County Health Department Vital Records Division!

Essential Functions :

Responds to public and staff by providing general information pertaining to departmental or program activities;

Answers single- and multi-line telephones, routes calls and relays messages;

Resolves routine problems in person, by phone and through correspondence with complainant;

Requests specific information by telephone;

Checks documents for completeness and accuracy and issues licenses and permits;

Types and word processes a variety of documents such as correspondence, reports, forms, contracts, requisitions and claims;

Edits documents for grammar, punctuation, spelling and format;

Codes, confirms, enters, updates, and retrieves data using automated filing systems;

Verifies accuracy of data entered into the system and corrects information by making updates, additions or deletions as required, and prints reports;

Establishes and maintains filing systems and retrieves documents from files as required;

Researches document files and automated records for specific information;

Copies and distributes materials and acts as key operator for copy machine;

Reads, screens and directs mail and composes answers to routine correspondence;

Calculates fees, records payments and balances routine accounts;

Operates various office equipment such as @typewriters, computer terminals and personal computers, facsimile machines, photocopiers and calculators;

Performing moderately complex word processing activities such as preparation of charts, graphs and tables;

Transcribing a variety of correspondence, reports and documents from dictating equi