Siouxland District Health Administrative Secretary

Summary

Woodbury Conty benefits include: IPERS. Health Insurance with $250/Deductible, Free Dental, Life & LTD Insurance, Sick leave benefits, Vacation, 10 Paid Holidays, 2 Personal Days, and a moving allowance is negotiable.

Responsible to provide administrative support utilizing varied general bookkeeping and secretarial skills and abilities for all divisions of Siouxland District Health Department.  Serve as fiscal support and liaison for various department grant-funded programs, as designated.  Duties may include working with multiple public health programs, client/program data entry, bookkeeping, billing, reporting and records management.   Reports directly to the Director of Administrative Services and/or the Administrative Assistant.

Essential Functions

• Act as secretary and receptionist to perform moderately complex clerical and secretarial functions for designated public health programs.
• Prepare correspondence and other material on general or technical subjects by independently composing correspondence for a supervisor's signature following well established precedents.
•  Serve as a representative of the supervisor, as delegated, in contact with other employees, officials and the general public.
•  Independently communicate with the public and community partners giving information requiring some knowledge of departmental policies and procedures.
•  Receive and screen callers, clients and general public for referral to designated contacts or to a higher level while acting as a liaison between internal and external contacts.
•  Schedule client visits and respective services related to specific program guidelines.
•  Follow generally accepted accounting principles and internal procedures to establish and maintain fiscal records and filing systems for assigned public health programs.
•  Complete accurate bookkeeping, billing and reporting according to contract language and department policy.
•  Develop and maintain specialized financial spreadsheets using Microsoft Excel or similar computer software.
•  Complete light accounting duties that may include cash handling, cash receipts, balance daily reports and reconcile purchase orders.
•  Compile data for and prepare monthly, quarterly and annual reports for designated public health programs.
•  Perform duties of issuing licenses and permits, statistical reports, billing forms and other notices within general area of departmental responsibility, as assigned.
•  Provide administrative support utilizing varied general clerical and secretarial skills and abilities for all divisions of Siouxland District Health Department, as assigned for larger projects.
•  Prepare for and participate in fiscal audits.
•  Prepare invoices, reports, memos, letters, financial statements, databases and other documents.
•  Attend assigned committees and public health meetings to record events and transcribe minutes or notes for distribution to attendees.
•  Schedule and maintain appointment calendars such as shared agency appointment calendar, room availability calendar and clinic appointment calendar.
•  Open, sort, distribute and process incoming and outgoing mail, including faxes and other material.
•  Establish and maintain operating work procedures.
•  Review established operating practices and procedures in order to determine whether improvements can be made in areas such as workflow, reporting procedures, etc.
•  Perform general office duties such as monitoring levels of office supply inventory, processing requisitions, providing office equipment assistance and general maintenance and processing work orders.

Essential Knowledge, Experience, and Ability

Agency Duties and Responsibilities:

• Assist with the quality improvement process within the agency.
•  Ensure compliance with Health Insurance Portability and Accountability Act of 1996 (HIPAA) covering the security and privacy of confidential client data.
•  Ensure participant records and communication with participants, co-workers and other health professionals are in accordance with Confidentiality Policy.
•  Attend and participate in work-related meetings, conferences/seminars and committees.
•  Assist in agency/division planning and response to disaster situations and emergency situations or events in conjunction with agency emergency plan.
•  Provide customer service that is courteous and responsive.
•  Demonstrate professional oral, phone and written communication skills.
•  Model professional behavior to peers and participants.
•  Perform other duties as assigned.

• Ability to establish and maintain fiscal and complex clerical records and prepare accurate reports from simple arithmetical and accounting information utilizing a variety of word processing, spreadsheet and database management software applications.
•  Ability to prepare effective correspondence on routine matters and to perform routine office management details without referral to a superior.
•  Proficient knowledge of business English, spelling, punctuation, grammar, arithmetic and other English language skills.
•  Knowledge of standard office methods, business principles and procedures.
•  Ability to exercise judgment based on knowledge gained through experience.  All decisions will be made in accordance with established precedent or departmental policy.
•  Ability to make routine decisions in accordance with laws, ordinances and regulations and apply departmental policy in routine work procedures.
•  Ability to understand and follow contractual language and reporting.
•  Ability to learn specialized and other computer software.
•  Ability to manage and organize multiple on-going projects for a variety of programs.

Essential Education, Certification, and/or Licenses

Must have a high school diploma or GED and minimum of three years’ experience performing administrative or accounting work; or completion of college level course work in business administration, accounting or computer concepts preferred. Proficient in Microsoft Office Suite, especially Excel. Knowledge of general office equipment operation and procedures; accounting skills; computer skills required; good oral and written communication skills required; bilingual skills will be considered beneficial; ability to work with diverse populations and to work independently in an unstructured setting with minimal supervision. CPR Certification required or willing to obtain. Physical ability to perform required tasks, including ability to lift and transport objects up to 50 pounds. 

A completed County application form, resume, copy of diploma or transcripts are required.

Deadline for receipt of applications shall be: 4:30 p.m., Monday, September 15, 2025 or until filled.

Woodbury County and Siouxland District Health Department are Equal Opportunity Employers.  In compliance with the Americans with Disabilities Act, the County and Siouxland District Health Department will consider reasonable accommodations for qualified individuals with disabilities and encourages prospective employees and incumbents to discuss potential accommodations with the Employer.