Principal Program Assistant - Environmental Health Services

Lake County•Libertyville, IL

18d•Onsite

About The Position

The Program Assistant is a valuable member of our Environmental Health team who functions as a part of the support group in the provision of service to customers and support to staff in the Environmental Health (EH) programs conducted by the Health Department at the Central Permit Facility (CPF). May perform a variety of tasks according to prescribed procedures and format, including, but not limited to, administrative and support functions and project manager functions on integrated development projects. Provides early assistance to customers for inquiries, both general and project related. Responsible for training new staff and ongoing cross-training of existing staff at the direction of the Office Manager, and for serving as a technical resource for other EH CPF staff. Assists the Office Manager in the development and implementation of processes and policies and the day-to-day oversight of EH work. Serves as back-up when Program Coordinator is not available or on leave as assigned. Scheduled Hours: 37.5 hours per week

Requirements

Requires extensive knowledge of office principles, practices and procedures, business English, spelling and arithmetic, and an ability to follow procedure.
Requires extensive familiarity with the County’s development requirements (ordinances, policies and codes, including: Unified Development Ordinance (UDO), Lake County Building Codes, Environmental Health Codes, etc.) and/or general knowledge of local, State and Federal regulations affecting Health Department program functions.
Requires the ability to work as a team member with all staff, and to lead the work of the CPF development permit group as a project manager.
Good knowledge of PC operations and software (Word processing and spreadsheet) are required.
Strong typing skills are also required.
Proficient in using computer software and hardware, specifically the County’s permit tracking, workflow and document management systems, and financial software.
Possesses excellent coordination skills to facilitate the project with the members of the MDT and customer.

Responsibilities

Functions as lead Project Manager (PM) for single agency project types and for incorporated permits and projects, assisting and training other support staff in this area.
Primary point of contact for the customer, the public, staff and decision makers during the course of a given project, scheduling and coordinating all meetings as necessary.
Responsible for facilitating the project from pre-application assistance to project close-out, ensuring timely reviews of projects to a decision point identifying and eliminating problems, and ensuring the timely completion of related documents.
Works with the customer and staff team (MDT) for single agency and incorporated project types to define the project scope (what approvals are required for the project) and general timeline.
Uses “options thinking” to resolve issues and solve problems.
Responsible for ensuring that the project record is complete.
Performs, as needed, back-up duty of Consistent Entry Point (CEP) activities.
Responsible for determining the purpose of customer’s inquiry, the level of information or assistance the customer needs, and then directing the customer to the next step in the development process.
Provides general information to a customer by answering general questions and/or providing pre-packaged information.
Functions as the key contact in the clerical functions for the environmental programs, assisting and training other support staff in this area.
Performs computer entry for program(s), reports and record audits.
Types letters, memos and reports as assigned.
Performs general receptionist duties as assigned; answers and directs telephone calls; greets visitors and fulfills requests for information of a semi-technical nature, schedules inspections, explains procedures and applicable fees; direct inquiries to appropriate staff member and/or refers to appropriate agency.
Accepts incoming applications for all services offered, verifies information is fully completed, and collects applicable fees as outlined in the Lake County Code, Chapter 178.
Handles and processes daily cash, check and credit card deposits.
Maintains and updates and processes computer and paper files for EH programs.
Coordinates/files/maintains records; prepare documents for scanning, as directed.
Performs scanning of documents into the County computer archive system.
Receives and fulfills FOIA requests for records.
As assigned, performs data entry into the County FOIA Tracking System.
Demonstrates excellent customer service by providing program and agency information as requested to internal and external customers.
Interacts with clients/customers and assists in problem-solving/complaint resolution.
Demonstrates excellent interpersonal skills with staff and the public and with other EH staff.
Effectively operates office equipment, trouble-shooting when necessary.
Functions independently for receiving, conducting inventory, distributing and maintaining supplies or assets.
As assigned, coordinates supply orders and submits requisitions for purchase per Finance protocol.
As assigned, reconciles monthly P-Card transactions for the Environmental Health Programs per Business Office protocol.
As assigned performs as primary for the support of a specific EH program including data and document management, and required reporting.
Provides training to incoming DP staff for all aspects of the program.
Assists in identifying ways to streamline tasks and operations of a program.
Functions as the back-up when Office Manager is not available or on leave as assigned.
Performs other duties as assigned or required, and can fulfill all duties of the Principal Program Assistant and Senior Program Assistant.