Office Assistant IV - Environmental Health na Craven County, NC

About the Department

This position serves as a receptionist for the Environmental Health Division at Craven County Health Department. The primary purpose of this position is to provide the public with information and assistance either in person or by telephone, fax or email, and to take requests and complaints from the public, electronically enter them into a database and route them to the proper personnel.

Position Duties

Public Contact

• Maintains daily contact with the general public is in person, over the telephone, through faxes or emails, and in the capacity of a receptionist for the Environmental Health division. These contacts vary in scope from receiving complaints from citizens to assisting individuals in the process of applying for various permits, to answering questions, to researching existing permits, to collecting money from the public for fees and generating receipts. This position is also responsible for making reminder calls to the public for attendance of any courses/classes we may offer and to collect the fees (if fees apply).
• Receives requests for services from the public and other agencies and disperses them to the appropriate staff, other agencies and/or other organizations.
• Communicates tactfully and effectively handling requests, suggestions and /or complaints from the public, other agencies and staff.
• Maintains basic knowledge and understanding of the multiple programs within the division and keeps abreast of changes as necessary. 
• Respond to requests for information regarding water systems, wells, on-site sewage treatment and disposal systems, food/lodging/institutions facilities (including requests for investigations of food borne illnesses), and a variety of complaints regarding water, wastewater, establishments, mosquitoes, indoor air quality and a variety of other environmental health issues or concerns.
• Assists citizens in finding the proper outside authority to assist them as needed if requested information and/or services are not part of the Environmental Health division.

• Processes (key data, scan, mail, etc.) requests for services, complaints, water analysis reports, denial letters, applications for onsite permits (in regard to septic systems & wells), food service establishment plan review applications, swimming pool permit applications and tattoo artist applications.
• Completes detailed entry of all complaints and requests via the “Requests/Complaints” Program.
• Responsible for typing, mailing and/or forwarding to the appropriate person any reports, correspondence, permits, certificates, etc.  These are completed when the Environmental Health Specialist returns the information to this position.  It is then prepared for mailing according to the direction of the Environmental Health Specialist. If necessary, paperwork is copied or scanned and appropriately filed (physically or electronically).
• Scans Onsite applications and permits along with all-inclusive paperwork.
• Serves in the absence of Office Assistant V, tracking incoming payments and completing daily deposit, as needed. 
• Maintains and replenishes the files with forms, mandated regulations, etc., revising, when necessary, under the supervision of the Office Assistant V.  Creates new files as needed at the end of calendar and/or fiscal years.   Maintains the Onsite Operation Permits notebooks and is responsible for boxing up the permits as they age out.  Maintains the Onsite active permits files.

• Prepares letters using templates based on information received from the Environmental Health staff.  The Environmental Health Specialist and Environmental Health Supervisor review the letters before mailing. 
• Prepares outgoing mail by affixing the appropriate amount of postage and keying it to the proper Environmental Health program. Responsible for preparing and attaching (when required) the certified mail, return receipt requested forms.
• Delivers incoming mail to the appropriate Environmental Health staff as needed.
• Processes applications and posts checks received via mail.

• Completes other duties as assigned.
• In the event of a disaster, may be required to assist as needed. 

Minimum Qualifications

Graduation from high school and demonstrated possession of the knowledge, skills and abilities gained through at least two years of office assistance/secretarial experience; or an equivalent combination of training and experience. 

Knowledge, Skills, and Abilities
Considerable knowledge of office procedures, methods and practices.
Ability to use courtesy and tact in performing public contact and communication duties that may be sensitive in nature.  
Ability to maintain organized and effective workflow. 
Ability to independently compose and format materials with established guidelines. 
Ability to record, compile, summarize, and perform basic analysis of narrative and numerical materials. 
Ability to learn office process and procedures and apply this knowledge in basic problem-solving and responding to questions and inquiries.