Administrative Assistant – Health Department

Department: Health Department

Employment Status: Full-Time | Non-Exempt Posting Period: Priority Application Review 11/06/2026 / Open Until Filled

Reports To: Health Officer/Director or Authorized Designee

Salary: In accordance with the City of East Chicago's Salary Ordinance passed by the Common Council.

Position Summary: Under the general direction of the Health Officer/Director, the Administrative Assistant performs responsible administrative, clerical, financial support, and office coordination duties to support the daily operations of the City of East Chicago Health Department. The position provides administrative assistance to departmental leadership and divisions, maintains accurate records, coordinates schedules and communications, supports purchasing and financial documentation, assists with grants and public health initiatives, and provides professional customer service to employees, residents, vendors, and other governmental agencies. The Administrative Assistant is expected to exercise discretion, maintain confidentiality, demonstrate sound judgment, and comply with applicable City policies, Indiana Department of Health requirements, and Indiana State Board of Accounts internal control standards.

Primary Responsibilities: Provide administrative and clerical support to the Health Officer/Director and departmental divisions. Prepare correspondence, reports, spreadsheets, and other administrative documents. Coordinate meetings, schedules, departmental communications, and special projects. Assist with purchasing, requisitions, invoice processing, financial recordkeeping, and grant documentation in accordance with City policies and SBOA internal controls. Maintain accurate electronic and physical records while protecting confidential information. Assist with public health programs, community outreach events, and departmental initiatives. Respond professionally to inquiries from residents, employees, vendors, and governmental agencies. Support departmental operations in accordance with applicable City policies and public health requirements.

Knowledge: General office administration, recordkeeping, and business procedures. Basic accounting, purchasing, and financial documentation. Microsoft Office applications and electronic records management. Confidentiality, customer service, and governmental administrative practices. SkillsStrong organizational, communication, and time-management skills. Accurate data entry, document preparation, and recordkeeping. Attention to detail, problem-solving, and multitasking. Professional customer service and interpersonal communication.

Abilities: Work independently while managing multiple assignments and deadlines. Maintain confidentiality and exercise sound judgment. Communicate effectively with employees, management, and the public. Learn and operate City administrative and financial systems. Travel to authorized City locations and safely operate a vehicle when required for assigned duties.

Minimum Qualifications: High school diploma or GED equivalent. Valid Indiana Driver's License is required. Minimum of two (2) years of administrative, clerical, or related office experience. Proficiency in Microsoft Office and general office technology. Demonstrated ability to maintain accurate records and provide professional customer service.

Preferred: College coursework or an associate degree in Business Administration, Public Administration, Healthcare Administration, Accounting, or a related field. Previous municipal government, public health, or financial administration experience is desirable.

Information About This Posting: This posting summarizes the position's primary duties and qualifications. The complete job description is available on the City's website, upon request, and during the interview process.

How to Apply: All interested applicants must complete the City of East Chicago online employment application. Applicants are responsible for ensuring that the application contains complete, accurate, and current information regarding their education, employment history, qualifications, and contact information. Online applications are available on the City of East Chicago's website at: https://www.eastchicago.com/JobsA résumé may be submitted as supplemental information; however, a résumé does not replace the required City employment application. Incomplete applications may not be considered. Only applicants who meet the position requirements and are selected for further consideration will be contacted regarding the next step in the hiring process.

Equal Employment Opportunity & Reasonable Accommodation: The City of East Chicago does not discriminate in its employment decisions based on race, color, religion, gender, age, genetic information, disability, national origin, ancestry, veteran status, or any other characteristic protected by law.