Environmental Health Program Assistant

About the position

This position is located in the Environmental Health office of the Gallatin City-County Health Department (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.

Responsibilities

• Explains department and applicable State review processes and application requirements to members of the public in response to general and specific inquiries.
• 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.
• Accepts, processes and distributes incoming and outgoing correspondence and applications and tracks applications in appropriate database.
• 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.
• Performs a variety of other duties as assigned by supervisor including coordinating special projects, system analysis, attending meetings and special events, and attending continuing education and training as required.

Requirements

• Experience working in an office setting that includes trips to other departments to conduct administrative work.
• 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 maintain confidentiality.
• Customer service standards with a high-level of skill in dealing with the public, sometimes under stressful situations.
• Ability to perform highly detailed work with constant interruptions and concurrent tasks.

Nice-to-haves

• Knowledge of public health principles and practices.
• Experience in community outreach and engagement.
• Familiarity with environmental health regulations.

Benefits

• Mileage reimbursement for conducting out of office job duties.
• Opportunity for professional development and training.