This is a key support position in the Environmental Public Health Division responsible for providing routine and technical secretarial work. The incumbent must be proficient in the use of standard office machines and equipment including: typewriters, word processors, telecommunications devices, copiers, calculators etc. Provides technical secretarial support to the Group Care, Food Hygiene, Community Sanitation, and Water Recreation programs. Incumbent may be required to collect fees for Environmental Health Program. Work is performed under the supervision of an Environmental Manager. The incumbent must communicate (by phone or in person) in a courteous and professional manner at all times. This position is designated as a financial position and is required to maintain confidential information in accordance with DOH and Palm Beach County Health Department Information Security Policy, Protocols, and Procedures. Has access to HMS for DAR entry only. Has access to the Social Security Data Set for typing travel vouchers. Employee enters and updates information in Environmental Health (EH) database including inspections, permits, customer and billing information. Employee may view, update and release information as needed.
Acts as receptionist, interviews visitors, determines nature of business, and directs visitors to appropriate personnel for service. Answers telephone and takes messages for staff in their absence from the office. Calls are often sensitive in nature, dealing with confidential matters. This includes phone inquiries related to disease surveillance and to field staff during routine investigations. As complaint calls come in, the incumbent receives and writes complaints on the appropriate form, logs in and distributes to the appropriate supervisor. Maintains records to ensure proper actions have been taken. Collects appropriate fees, issues receipts for fees received and prepares daily “cash received” voucher. Responsible for the inputting of data into the Environmental Health Database for all facilities regulated by this office including making changes and updates on all current facilities and inputting data on new facilities as they are permitted. Also responsible for closing out facilities when they are no longer in operation. Works closely with supervisors and field staff to make sure that the database records are up-to-date and correct on all facilities. Verifies the accuracy of information inputted which is used for billing and permitting purposes. Is responsible for all facets of records management including, date entry, creating files, filing all inspections, complaints and facility information, retrieving and maintaining files and records for program facilities.
Utilizes a word processing system to produce forms, routine correspondence, memoranda, confidential reports, and inspection/complaint reports related to all facilities. Types and uses word processor to produce legal documents, such as, formal Notices of Violation and Show Cause letters to facility owner/operators initiated by staff. The contents and terminology of these works are highly technical and complex, and the quantity numerous. The incumbent will ensure text is properly formatted and all documents are accurate and error-free. Maintains all text files in well organized fashion for quick retrieval in working revisions and uses proper procedures to extract, collate and merge stored information as needed. Responsible for preparing travel vouchers for all travel incurred by staff. Has a “need to know” and have access to see only the Social Security Data Set, epidemiology reportable disease reports, epidemiology health investigations and reports of suspected child abuse or neglect. Prepares routine correspondence and assists supervisors in preparing formal notices of violation, memorandums, and reports of a technical nature containing specialized terminology. Types travel vouchers for travel performed by staff. Maintains an inventory of office supplies and equipment, generates requisitions, and ensures adequate supply of forms, stationery, and other supplies are available for use by staff. Works closely with Administrative Assistant in the procurement of supplies.
Other related duties as assigned. Responsible for the opening and distribution of mail. Assists in the coordination of maintenance activities of office space.
Employee will comply with the Environmental Public Health (EPH) Division’s Essential Standards Policy by participating annually in two of the three standard activities; Outreach, Suggestions, and/or Teamwork.
Knowledge, skills, and abilities, including utilization of equipment, required for the position:
Other job-related requirements for this position:
Incumbent may be required to work before, during, and/or beyond normal work hours or days in the event of an emergency. Emergency duty required of the incumbent includes working in special needs or Red Cross shelters, or performing other emergency duties including, but not limit to, responses to or threats involving any disaster or threat of disaster, man-made or natural.