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HomeMy WebLinkAboutPublic Health AssistantJEFFERSON COUNTY Job Description Job Title: Public Health Assistant Department: Public Health Reports To: Deputy Director FLSA Exempt: No Union: UFCW HIPAA:Level 3 BBP: No Salary Level: Grade 25 Location: Castle Hill Center Approved by: Human Resources Manager Eti:1-L Approved Date: July 2020 SUMMARY Performs a variety of complex duties associated with office assistance,office administration, fulfilling public records requests, and clerical work including,but not limited to, organizing, planning and directing administrative support to the Public Health Department by performing the following duties. ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned. Provides administrative support for Public Health Director,Deputy Director, Environmental Public Health and Water Quality Manager, Community Health Director and other staff as assigned. Performs as receptionist as required including answering telephones and giving information to callers, or routing calls to appropriate official and places outgoing calls; greeting visitors. Resolves more complicated, sensitive or conflict matters referred by other staff. Retrieves incoming mail and prepares and delivers outgoing mail including billings,payroll,budget forms and other materials/equipment. Locates and attaches appropriate file to correspondence to be answered by employer. Supply pick up, and preparation and delivery of bulk mailings. Prepares,posts and maintains various departmental,fiscal and other records, sometimes requiring discretion as to proper procedure to use. Researches, composes and/or prepares correspondence,reports, newsletters, documents, notifications and memos using judgment and inserting own contents as authorized and required.May require the selection and use of specialized formats. Designs forms and information sheets as required. Indexes and files correspondence,reports and other materials. Schedules appointments for members of the management team.Arranges travel and meeting schedules and makes reservations. Assists in preparation of contracts, grants and reports including monitoring and tracking receipt, preparation of Contract Review Form and tracking through process and final dissemination and filing. Researches documents and other data and conducts analysis to provide background material and recommendations to the County Administrator regarding matters of importance. Prepares departmental Jefferson County Job Description: Public Health Assistant Page 2 of 5 administrative reports for submission to the Board of County Commissioners, outside agencies,or the public as required or authorized. Assists with department personnel management functions including maintenance of personnel files, typing evaluations, distribution and filing, sets up interviews, and prepares application/interview response letters. Researches and assists in the planning and developing of methods, layouts,arrangements, filing systems, and other details of the administrative function as directed or requested. Serves as Clerk to the Jefferson County Board of Health.Prepares Minutes of the Board's proceedings and composes documents for Board approval and public hearings. Maintains historical and current Board of Health records. Coordinates with the Public Records Administrator,Health Officer,Deputy Director(HIPAA Officer), staff and other departments to assure timely, appropriate and full disclosure of public records as required by the Public Records Act. Maintains the tracking process for all public record requests, including the filing and retrieval, indexing, retention, storage, scanning, and reproduction of Public Health records,ensuring that records are researched, analyzed and processed for public disclosure in accordance and compliance with applicable federal, state and local laws and regulations. Communicates with requestors to provide the fullest assistance and timely action on public records requests, including clarifying and prioritizing elements of the requests, establishing reasonable timeframes for response and communicating clearly in writing. Prepares or coordinates response letters to requestors, schedules appointments for review of records, oversees review of records and tracks and documents closure of requests. Creates exemption logs and coordinates with the Prosecuting Attorney's Office on obtaining legal advice. Conducts research and stays current on applicable rules, regulations, laws and case law pertaining to record management.Attends training conferences, seminars and staff meetings as required. Performs other duties as assigned or required. SUPERVISORY RESPONSIBILITIES This job has no supervisory responsibilities. COMPENTENCY: To perform the job successfully, an individual should demonstrate competency in the following: Cost Consciousness-Works within approved budget;Develops and implements cost saving measures; Contributes to profits and revenue; Conserves organizational resources. Diversity-Demonstrates knowledge of EEO policy; Shows respect and sensitivity for cultural differences; Promotes a harassment-free environment;Builds a diverse workforce. Ethics-Treats people with respect; Keeps commitments; Inspires the trust of others; Works with integrity and ethically;Upholds organizational values. Organizational Support-Follows policies and procedures; Completes administrative tasks correctly and on time; Supports organization's goals and values; Benefits organization through outside activities; Supports affirmative action and respects diversity. Jefferson County Job Description: Public Health Assistant Page 3 of 5 Judgment-Displays willingness to make decisions;Exhibits sound and accurate judgment; Supports and explains reasoning for decisions; Includes appropriate people in decision-making process; Makes timely decisions. Motivation- Sets and achieves challenging goals; Demonstrates persistence and overcomes obstacles; Measures self against standard of excellence. Planning/Organizing-Prioritizes and plans work activities;Uses time efficiently; Plans for additional resources; Sets goals and objectives; Organizes or schedules other people and their tasks; Develops realistic action plans. Professionalism-Approaches others in a tactful manner; Reacts well under pressure; Treats others with respect and consideration regardless of their status or position;Accepts responsibility for own actions; Follows through on commitments. Quality-Demonstrates accuracy and thoroughness; Looks for ways to improve and promote quality; Applies feedback to improve performance; Monitors own work to ensure quality. Quantity-Meets productivity standards; Completes work in timely manner; Strives to increase productivity; Works quickly. Safety and Security-Observes safety and security procedures; Determines appropriate action beyond guidelines; Reports potentially unsafe conditions;Uses equipment and materials properly. Adaptability-Adapts to changes in the work environment; Manages competing demands; Changes approach or method to best fit the situation; Able to deal with frequent change, delays, or unexpected events. Attendance/Punctuality-Is consistently at work and on time; Ensures work responsibilities are covered when absent;Arrives at meetings and appointments on time. Dependability-Follows instructions, responds to management direction;Takes responsibility for own actions; Keeps commitments; Completes tasks on time or notifies appropriate person with an alternate plan. QUALIFICATIONS To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. EDUCATION and/or EXPERIENCE High school diploma or general education degree(GED); and six(6)years of related experience and/or training in general business curriculum, including or supplemented by clerical and secretarial training in basic office skills; and two(2)years as an Administrative Assistant in Jefferson County or other municipal government; OR Associates Degree(AA) in business,records management or public administration or a related field; and four(4)years progressively responsible experience in the area of office administration; OR Equivalent combination of education and experience. LANGUAGE SKILLS Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or employees of organization. Jefferson County Job Description: Public Health Assistant Page 4 of 5 MATHEMATICAL SKILLS Ability to calculate figures and amounts such as discounts, interest, commissions,proportions, percentages, area, circumference and volume. Ability to apply concepts of basic algebra and geometry. REASONING ABILITY Ability to apply common sense understanding to carry out instructions furnished in written, oral or diagram form. Ability to deal with problems involving several concrete variables in standardized situations. CERTIFICATES,LICENSES,REGISTRATIONS Valid Washington State Driver's License OTHER KNOWLEDGE,SKILLS AND ABILITIES Must possess professional attitude and establish and maintain cooperative, effective and productive working relationships with the public and County personnel. Ability to manage time, organize tasks and work independently and complete assignments within specified deadlines. Knowledge of records management systems design, function,practices,and records retention requirements. Ability to research, analyze and evaluate records management methods,procedures and techniques,and analyze problems and identify solutions. Ability to communicate effectively both orally and in writing. Ability to maintain a high standard for accuracy, completeness and efficiency in compiling public records and preparing public record responses and other documents. Ability to maintain strict confidentiality of confidential information that is exempt from disclosure and the Public Records Act. Knowledge of state and federal laws, court cases, County policies and regulations relating to records management and public disclosure. Understands the need for maintaining confidentiality of sensitive information. Knowledge of computers and skill in using spreadsheets,word processing, desktop publishing and other software programs used in the operation of the department. Ability to use any specialized office equipment, such as a personal computer and peripheral computer equipment, cash register, 10-key calculator, or typewriter. Knowledge of departmental procedures, including applicable laws for State Health agencies and County regulations,policies and procedures. Must have excellent organizational skills and be able to function with frequent interruptions, and remain calm in stressful situations and crowded surroundings. Jefferson County Job Description: Public Health Assistant Page 5 of 5 PHYSICAL DEMANDS The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonableaccommodationsmaybemadetoenableindividualswithdisabilitiestoperformtheessential functions. While performing the duties of this job the employee is regularly required to use hands to finger,handle,or feel and talk or hear. The employee frequently is required to stand,walk and sit.The employee is occasionally required to reach with hands and arms and climb or balance.The employee must occasionally lift and/or move up to 35 pounds. Specific vision abilities required by this job include close vision,distance vision, peripheral vision and ability to adjust focus. WORK ENVIRONMENT The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate. CAREER LADDER This position is not part of a career ladder.