Environmental Services- Vector Control - Administrative Assistant

Department:
Health – Vector Control Program
FLSA Status:
Non-Exempt
Classification/Level: Office Support, PG-3
Date Last Reviewed: 06/26

Under the direction of the Environmental Services Director, the Administrative Assistant provides administrative support to the Vector Control Program and Environmental Services Division overall, providing excellent customer service to the staff and clients of the Department. This position also is cross‑trained with duties undertaken by other administrative assistants supporting other environmental and permitting programs. This position is Covered as defined by The Board of Commissioners of the County of Allen Employee Handbook.

• Responds to questions and complaints from the general public either through a multi‑line telephone or in person regarding all areas of the Health Department. Provides excellent customer service to the public by informing, educating and answering their questions/concerns and meeting their needs with regard to departmental policies and procedures, referring callers to other applicable staff or departments when needed.
• Assembles various inspections, documents, tests and other paperwork as needed to meet public document request needs.
• Assists members of the general public and other agencies with information relating to internal ordinance requirements, requirements pertaining to soil reports, septic system permits, water and air pollution concerns and testing, the Allen County Onsite Wastewater Management District (ACOWMD), swimming pools, tattoo/body piercing/eyelash extension facilities, food establishments, lodging facilities and childhood lead issues. This position is cross‑trained in all support areas needed.
• Receives and reviews various applications, fees, and other documents for accuracy and completeness and forwards to the appropriate division as directed for additional processing and review. Generates receipts for payments and assists with daily monetary balancing.
• Assists clients with the permitting process for various ordinance requirements such as food establishments, lodging facilities, tattoo/body piercing, septic systems and swimming pools – all of which requires a great deal of accurate and detailed data entry.
• Prepares and creates a variety of departmental correspondence, permits and reports including creating and updating database files as well as researching and gathering information for monthly and annual division reports and permitting needs.
• Maintains and continually updates file system of permits, inspections, renewals, reports, test results, and a variety of other Department documents and information. Trains and assists department personnel in using filing system as needed, to ensure efficient retrieval of records.
• Works with other administrative assistants/staff to oversee the Phase 1 Environmental request program including working with and updating various data platforms in which the records are stored for these records searches (scanning, indexing, organizing, copying to GIS, etc.) and ensures completion of the detailed reports completed for these environmental records requests. Responds to Phase 1 requests from the public within all state‑required time frames and with all requested information regarding environmental impacts to sites and historical environmental records that can affect development projects.
  
  Maintains all records for requests met.
• Tracks all enforcement data with absolute accuracy for the Allen County Onsite Wastewater Management District (ACOWMD) for files entering the legal processes and ensures accuracy of all records for provision to Administration.
• Assists with handling all Lodging Establishment permit applications and permit issuances/renewals as well as all data entry associated with this program.
• Completes all required reporting to the Division Director on Lodging and other enforcement‑related data issues including fines.
• Generates follow‑up work orders to ensure re‑inspection is conducted on all applicable sites and inputs data as required into state and local databases and tracking spreadsheets.
• Maintains cell‑phone contact with inspectors in the field and supervisory staff when…