Environmental Health Program Assistant

Environmental Health Program Assistant

This position is located in the Environmental Health office of the Gallatin City-County Health Department. Position will provide environmental health program assistance to members of the public and program-specific staff and performs core administrative functions. Position reports directly to the Deputy Environmental Health Services Director for Administration and Enforcement and does not supervise other employees.

Each duty listed below makes up at least 10% of the job, and all other functions are included in Other Duties as Assigned. All duties below are essential functions unless otherwise indicated.

Program Assistance and Office Operations

• Explains department and applicable State review processes and application requirements to members of the public in response to general and specific inquiries. Refers complicated or complex questions or situations to program-specific staff.
• Conducts initial examination of applications to ensure general completeness and compliance with applicable procedures prior to acceptance and program-specific staff review.
• Assists members of the public in records research by phone, email and at the counter. This includes researching, locating, and retrieving specific documents and plans for the public.
• Accepts, processes and distributes incoming and outgoing correspondence and applications and tracks applications in appropriate database. This includes accurately filing Department records.
• Assists with Environmental Health Services financial duties including preparing invoices, accepting payments and posting deposits.
• Facilitates maintenance requests and schedules routine maintenance for health department motor pool vehicles.
• Provides technical assistance and community outreach for special projects and other programs as needed within the department.

Other Duties as Assigned

• Perform a variety of other duties as assigned by supervisor. This includes coordinating special projects, system analysis, attending meetings and special events, and attending continuing education and training as required.
• If the County Commission proclaims a local emergency due to an actual or threatened disaster such as an earthquake, fire, riot, flood, etc., County employees may be required to provide services during the emergency and for a subsequent period of assessment and recovery.

This work requires computer and data entry skills (Word, Excel, PowerPoint, and specialized programs); knowledge of data and records management; excellent skills in grammar and spelling; proficient written and verbal communication skills; ability to prioritize tasks according to deadlines, work independently and follow instructions; ability to multitask and seek appropriate guidance when needed; ability to schedule meetings, reserve rooms, acquisition of supplies as needed and the ability to maintain confidentiality.

This position requires experience working in an office setting that includes trips to other departments to conduct administrative work. Must possess self-initiative but be able to work as part of a team. Position also requires customer services standards with a high-level of skill in dealing with the public, sometimes under stressful situations and must be able to perform highly detailed work with constant interruptions and concurrent tasks.

Competencies/Knowledge-Skills-Abilities (KSA's)

• All GCCHD employees are expected to ensure that Gallatin County is protected from disease and other public health threats, and to empower others to live healthier, safer lives. In addition, all GCCHD employees are expected to meet specified competencies in the following areas including the guiding principles, mission, and vision of the most current strategic plan.
• Continuous Quality Improvement – Actively participates, accepts, and engages in the pursuit of departmental and programmatic improvement in everyday activities as well quality improvement projects independently and as instructed by supervisor.
• Inclusion – Effectively interacts with all clients, customers, partners, and co-workers with conscious regard for equality, equity, cultural sensitivity, and respect.
• Team…