Job Description: Environmental Health Clerk Specialist
Under the direction of the Director of Environmental Health, the Environmental Health Clerk Specialist will promote and support population health in Winnebago County by providing high-level clerical and communication support to the Environmental Health Improvement Center.
Essential Job Functions:
Courteously greets and assists clients in person and on the telephone
Organizes and maintains the files for all Environmental Health programs.
Supports the Center's operations in program development, Center initiatives, audit preparation and customer service protocols
- Organizes and maintains the files for all Environmental Health programs.
- Maintains and archives all Environmental Health internal Policies and Procedures for within the Center.
- Supports the Center's operations in program development, Center initiatives, audit preparation and customer service protocols
- Provides information within scope of knowledge of all Environmental Health Programs and able to refer clients to the appropriate WCHD Center or other County Departments.
- Oversees and processes permits, billing and monies for all EH programs in a timely manner.
- Offers solutions to office-related issues.
- Oversees office supply inventory and request orders to resupply
- Serves as the lead clerk within Environmental Health
- Demonstrates efficient time management and multi-tasking skills to ensure effective and efficient front counter operations in the Environmental Health Center.
- Supports the Department's application process for all EH programs.
- Develops and maintains staff contact information for emergency purposes and after-hours calls.
- Prepares Environmental Health annual reports.
- Attends and participates additional Department committee meetings
- Assists the Environmental Staff to maintain schedule of appointments with external partners and stakeholders.
- Provides documents and/or information on how to access WCHD documents for staff and community partners.
- Winnebago County Health Department uses a health equity approach to ensure that its communication and programming is inclusive and free from bias to effectively reach intended audiences.
- Obtains data and research from a variety of sources to assist in the preparation of presentations, reports, and grant applications.
- Performs data analyses and creates visual presentations of findings, as directed.
- Exchanges information and data with individuals, community groups, other agencies, internal customers, and the general public about physical, behavioral, environmental, social, economic, and other issues affecting the public's health as authorized and directed.
- Organizes, oversees, establishes, and maintains data sources that includes, but is not limited to, contracts, budgets, legal documents, community health information, and/or other records.
- Prepares reports and documents.
- Adheres to ethical principles in the collection, maintenance, use, and dissemination of data and information.
- Maintains, updates, and uses computerized data management systems and utilizes informatics to improve program operations.
- Plans and organizes all meetings for the Environmental Health Staff reviewing upcoming meeting agendas to anticipate needs for preparation, background documentation and timely preparation, printing and distribution of relevant documents and materials.
- Prepares and coordinates work plans and work flow for activities and projects for the Environmental Health Staff.
- Composes drafts, summarizes, prepares, proofreads, and/or edit documents including, but not limited to, emails, memos, letters, contracts, ordinances, budget revisions, resolutions, grants, reports, and correspondences.
- Provides direction and prioritization standards for the screening of mail, using expert judgment and knowledge.
- Answers phone calls, taking detailed messages, providing written correspondence and answering emails.
- Assists with daily operations of the front counter of the Environmental Health Center. Performs routine and high level clerical duties such as word processing, scheduling and opening mail; development of appropriate methods to handle information.
- Researches and summarizes specialized or technical information from varied sources including the use of visuaIs.
- Participates in individual, team, and Departmental quality improvement and evaluation activities as assigned.
- Serves as the first point of contact between the public and the Environmental Health Staff.
- Answers inquiries from client, general public, community partners and/or vendors as needed.
- Expertly handles confidential information which would have immediate negative impact on the Health Department operations, performance, or value if shared beyond its intended audience.
- Provides direct support for the EH management addressing public health issues and concerns.
- Works closely with the EH management to prepare all information to be distributed to the staff and/or public
- Provides current information to facilitate communication between staff and public
- Processes print and electronic communication; identifies priorities and/or time sensitive matters, and maintains timely follow through.
- Communicates in writing and orally, in person and through electronic means, with linguistic and cultural proficiency.
- Creates print and electronic health information products as required by Department public health activities.
- Drafts documents and correspondence for the EH management.
- Utilizes appropriate methods for interacting effectively and professionally with persons of all ages and from diverse cultural, socioeconomic, educational, racial, and ethnic, sexual orientations, lifestyles and physical abilities.
- Adheres to ethical principles and Winnebago County and Winnebago County Health Departments' policies in the collection, maintenance, use, and dissemination of data and information.
- Processes all EH Program money transactions
- Permit tracking for all EH programs
- Assists with development and preparation of grant applications, as needed.
- Assists with preparation of annual budget, as needed.
- Maintains detailed and accurate records.
- Obtains and maintains Notary certification for Health Department documents.
- Assists with travel arrangements for staff as needed.
- Performs public health emergency response duties as assigned and consistent with training provided, in response to threats to the public's health consistent with job classification.
- Participates in Department and community emergency response training and drills in support of public health emergency and disaster preparedness consistent with job classification.
- Assumes responsibility for own professional growth and development by pursuing education, participating in professional committees and work groups and contributing to a work environment where continual improvements in practice are pursued.
- Performs other duties as assigned consistent with job classification.
- Participates in trauma-informed trainings as assigned.
Education, Licensure, Certifications, Experience
- Must have an Associate's degree in Business Administration/Management or related degree;
- Must have a minimum of three years of experience as an Office Manager.
- Must be proficient in the use Microsoft Office software; preference will be given to candidates who possess certifications.
- Certification as Notary in the State of Illinois preferred.
- Must participate in assigned trainings, including on-line training in the National Incident Management System (NIMS) offered through the Federal Emergency Management Agency to obtain the following certifications:
- Within 6 months of employment: ICS 100, ICS 200, ICS 700, and ICS 800
- Successful completion of WCHD HIPAA Training.
- Successful demonstration of use of Microsoft Office software applications.
- Valid driver's license, current certificate of vehicle insurance, and access to reliable transportation to all assigned work locations.
- Demonstrated proficiency in written communication skills including organization of content and correct grammar.
- Ability to perceive needs of clients and work proactively to address those needs.
- Knowledge of best practices in trauma-informed organizations and trauma-informed care.
- Utilizes trauma-informed care in order to be a support to Winnebago County Health Department staff and clients.
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.
While performing the duties of this job the employee works in a typical office environment. The employee is exposed to noise from close working conditions and significant work pace/pressures.
Employees are empowered to do their work to the best of their ability as well as receive organizational support to help prevent and address secondary trauma.
In addition to competitive salary, WCHD employees receive excellent benefits including:
· 13 paid holidays annually
· 2 weeks paid vacation
· Compensation accelerator structure
· Generous health insurance package
Job Type: Full-time
Salary: $20.55 to $24.18 /hour
Benefits:
- Employee assistance program
Schedule:
Education:
- Associates Degree (Required)
License/Certification:
- Driver's License (Required)
Work Location: In person
Job Type: Full-time
Pay: $20.55 - $24.18 per hour
Expected hours: 40 per week
Benefits:
- Dental insurance
- Employee assistance program
- Health insurance
- Health savings account
- Life insurance
- Paid time off
- Retirement plan
- Tuition reimbursement
- Vision insurance
Schedule:
- 8 hour shift
- Monday to Friday
Experience:
- Clerical: 3 years (Required)
Ability to Relocate:
- Rockford, IL 61103: Relocate before starting work (Required)
Work Location: In person