ADMINISTRATIVE ASSISTANT I – HEALTH ADMINISTRATION

General Statement

The primary purpose of the Administrative Assistant I (Deputy Registrar) is to provide clerical support to the Health Director, Administrative Officer, Director or Nursing and to perform the duties of Deputy Registrar: be responsible for the complete, accurate and timely registration of all deaths, and as well as issuance of burial transit and disinterment/reinternment permits, in the two registration districts for Bladen County. This position serves as the Bladen Juvenile Crime Prevention Coordinator and provides clerical assistance to Teen Court. 

Distinguishing Features of the Class

An employee in this class performs responsible paraprofessional and administrative functions assisting the Health Director. This position includes the perusal of all original birth and death certificates and fetal death reports filed by the hospital, physicians, and funeral directors in Bladen County. Work is performed under general supervision and is evaluated through observation, conferences, and the quality and effectiveness of work completed.

Illustrative Examples of Work

• Peruses all original death certificates filed by the hospital, physicians, and funeral directors in Bladen County. 
• Establishes and maintains rosters for all deaths; reviews death certificates for questionable causes of death to refer to the -Local Review Team (previously know as Child Fatality Prevention Team); completes Affidavits of Parentage for a child born out of wedlock and keys in home births on the DAVE System. Follow-up with funeral home staff and physicians to file death certificates in DAVE within the established State guidelines. 
• Prepares monthly lists of deceased persons for Community Alternative Program (CAP) Sexually Transmitted Infections (STI) and Tuberculosis ( TB); assists clients seeking birth/death certificate information by contacting the appropriate person/agency for client or providing necessary follow-up information to client; maintains monthly statistical information for agency programs, Health and Human Services Advisory (HHSA) Committee and the Board of Health; collects, types and reports client satisfaction surveys to agency director, nursing director and Management Team and maintaining resource vital records data. 
• Performs clerical duties primarily for the Agency Director to include typing correspondence; as needed taking and typing minutes for Bladen Juvenile Crime Prevention County(JCPC )and staff meetings; taking and typing minutes for monthly HHSA meetings, preparing for HHSA meetings to include correspondence via phone, computer and mail regarding meetings, assisting with preparation and uploading of monthly HHSA meeting agenda and information packets to the HHSA website; and JCPC members. tracking member attendance and completing any other correspondence the Committee should require in the discharge of its duties; gathering data and preparing annual Vital Records reports for the Board of County Commissioners.
• Serves as NCID Administrator – creates NCID accounts for new employees as well as unlocks accounts and re-set passwords.
• Position will be responsible for other duties as may be assigned. Duties may also include Preparedness activities/directives as assigned by Supervisor, Nursing Director and Agency Director.

Knowledge, Skills and Abilities

• Thorough knowledge of the relevant departmental organization and functions. 
• Thorough knowledge of relevant state and county laws, rules, regulations, procedures, and policies related to work performed. 
• Thorough knowledge of the proper legal language, completion, and filing of various legal documents. 
• Considerable knowledge and ability to use correct grammar, vocabulary, and spelling used to compose a variety of written materials. 
• Considerable knowledge of office techniques, practices, and procedures. 
• Knowledge of various PC applications. 
• Ability to analyze, interpret, recommend, and implement policy and procedural guidelines. 
• Ability to answer questions independently and resolve problems. 
• Ability to plan, prioritize, and organize workflow and to coordinate activities. 
• Ability to research, interpret, and analyze data. 
• Ability to effectively communicate both orally and in writing. 
• Ability to establish and maintain effective working relationships with the public, officials, attorneys, and fellow employees.

Minimum Education and Experience

Completion of high school or equivalent and four years of progressively responsible secretarial or clerical/administrative/office management experience; or completion of a two-year secretarial science or business administration program and two years of progressively responsible secretarial or clerical/administrative, office management experience; or completion of a four-year program in a college or university preferably with major emphasis on coursework in business administration, public administration or other related field; or an equivalent combination of training and experience.

Physical Requirements

Must be able to physically perform the basic life operational functions of fingering, feeling, talking, hearing, and repetitive motions. Must be able to perform sedentary work exerting up to 10 pounds of force occasionally, and/or a negligible amount of force frequently and constantly to move objects. Must possess the visual acuity to work with data and figures, operate a computer and other machines, and read extensively.

Working Conditions

Work is primarily performed in an office with a controlled environment without exposure to harmful conditions; however, some activities are performed outdoors exposing the employee to outside environments. 

Special Requirements

Valid North Carolina driver’s license

Notary Public

FLSA Status: Non-Exempt

Disclaimer

This classification specification has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees to perform the job. Bladen County reserves the right to assign or otherwise modify the duties assigned to this classification.

BLADEN COUNTY IS AN EQUAL OPPORTUNITY/AFFIRMATIVE ACTION EMPLOYER