General Summary: Under general supervision, provides positive customer experience by ensuring prompt, polite, efficient, and accurate responses to inquiries and needs. Greets and directs visitors and answers and responds to phone calls. Performs clerical support for assigned public health programs and services which requires collecting, verifying, entering, and scanning information and documents into electronic health record or database. Maintains files and records, and ensures confidentiality, integrity and accuracy according to established policies and standards.

Essential Duties:

1. Greets and directs visitors and notifies appropriate staff of appointment arrivals.
2. Answers telephone and responds to inquiries requiring general knowledge of program service and schedules. Refers queries requiring professional knowledge or response to appropriate staff.
3. Performs clerical support for assigned programs and services which could include:
   1. Collecting and verifying customer information and entering or scanning into electronic medical record. Ensures entries are complete, accurate and timely.
   2. Assembling forms and verifying insurance for scheduled clinic appointments.
   3. Entering or scanning encounter information into medical record accurately to facilitate proper billing.
   4. Entering applications, permits, licenses and other information into environmental health database.
   5. Retrieving and distributing information from databases and files to appropriate staff or authorized external contacts
   6. Scheduling appointments in accordance with established policies and procedures.
   7. Collecting and receipting payments, balancing cash reports, preparing daily and weekly cash reports and deposits.
4. Performs general office duties which include:
   1. Maintaining office files and records and ensuring confidentiality and integrity of information;
   2. Sorting and distributing mail, and applying postage to outgoing mail;
   3. Copying, collating, and distributing documents and materials; and
   4. Ordering and organizing approved inventory of office supplies.
5. Opens building entrances and office at start of work day, and turns on lights and equipment. Secures and locks office at end of day.
6. Keeps apprised of office calendar and upcoming appointments and ensures office coverage by coordinating work and time-off schedules with co-workers. Notifies supervisor of unplanned absences and submits leave requests according to established procedures.
7. Performs other duties and responsibilities as necessary or in response to emergencies, workload, or staffing shortages. Works flexible hours as needed.

Other Duties & Responsibilities:

1. May provide front desk coverage at other locations as needed.
2. May complete special projects such as data compiling and entry, filing, mailing, copying, and so forth as requested.
3. May assist in organizing and scheduling office events and meetings.
4. May serve as point of contact with county or contract maintenance and cleaning to process work orders and resolve problems or concerns.
5. May be assigned on-call to respond to notifications of vaccine refrigerator failures.
6. Maintains up-to-date vaccines including flu (influenza,) in accordance with CDC guidelines: Recommended Vaccines for Healthcare Workers.

Minimum Qualifications:

1. High School Diploma or GED, or associates degree.
2. Six months to one year formal or equivalent on-the-job training in office/administrative skills, systems and equipment including standard office applications, database entries, bookkeeping, and document management. Associate degree preferred.
3. Ability to type accurately and efficiently at least 40 wpm, and navigate computerized databases, and complete data entry.
4. Knowledge and competence in general office procedures including reception, data entry and filing at a level normally acquired through one year related experience. Experience and knowledge in medical office scheduling and insurance preferred.
5. Reliable transportation with valid Michigan driver’s license and certificate of insurance to travel to other locations for work, training, or meetings.
6. Interpersonal and communications skills to greet and direct clients and visitors, gather and exchange information, and respond to routine inquiries.
7. Ability to operate and perform routine maintenance on standard office equipment including multifunction printer, scanner, fax machine, and postage machine.
8. Completion of National Incident Management System/Incident Command System online and face-to-face training courses based on current Public Health Emergency Preparedness requirements.

Core Competencies:

Professional Public Health Core Competencies Required:

Domain 1: Data Analytics and Assessment Skills

• 1.1. Describes factors that affect the health of a community.
• 1.2. Accesses existing quantitative and qualitative data.
• 1.3. Collects quantitative and qualitative data.

Domain 2: Policy Development and Program Planning Skills

• 2.2. Implements policies, programs, and services.

Domain 3: Communication Skills

• 3.2. Communicates with internal and external audiences.
• 3.3. Responds to information, misinformation, and disinformation.
• 3.4. Facilitates communication among individuals, groups, and organizations.

Domain 4: Health Equity Skills

• 4.1. Applies principles of ethics, diversity, equity, inclusion, and justice.
• 4.2. Engages in continuous self-reflection about one’s biases.
• 4.3. Recognizes the diversity of individuals and populations.
• 4.4. Reduces systemic and structural barriers that perpetuate health inequities.
• 4.5. Implements organizational policies, programs, and services to achieve health equity and social and environmental justice.
• 4.6. Contributes to achieving and sustaining a diverse, inclusive, and competent public health workforce.
• 4.7. Advocates for health equity and social and environmental justice.

Domain 5: Community Partnership Skills

• 5.1. Describes conditions, systems, and policies affecting community health and resilience.
• 5.2. Establishes relationships to improve community health and resilience.
• 5.3. Maintains relationships that improve community health and resilience.
• 5.4. Collaborates with community members and organizations.

Domain 6: Public Health Sciences

• 6.1. Describes systems, policies, and events impacting public health.
• 6.2. Applies public health sciences in delivering the 10 Essential Public Health Services.
• 6.4. Contributes to the evidence base for improving health.

Domain 7: Management and Finance Skills

• 7.4. Engages in professional development.
• 7.7. Implements organizational policies, programs, and services to achieve diversity, equity, inclusion, and justice.
• 7.10. Applies critical thinking in decision making.
• 7.11. Engages individuals and teams to achieve program and organizational goals.
• 7.12. Facilitates collaboration among individuals, groups, and organizations.

Domain 8: Leadership and Systems Thinking Skills

• 8.2. Implements a vision for a healthy community.
• 8.3. Addresses facilitators and barriers impacting the delivery of the 10 Essential Public Health Services.
• 8.4. Creates opportunities for creativity and innovation.
• 8.5. Responds to emerging needs.

Demonstrates Core Values: integrity, positive attitude, communications, customer service, responsibility, and accountability.

Environment & Effort:

1. General office setting in health department facilities.
2. Performance of essential duties requires speaking, hearing, and repetitive motions (typing/data entry.)
3. Physical effort: sedentary work requiring lifting up to 25 pounds occasionally, and using minimum force to lift, carry, or move objects such as files and notebooks.
4. Visual effort: constantly required in viewing computer display, and reading forms and charts.
5. Mental effort: constant interruptions, and continual review and verification of data and information, and investigating and following up on questions or documentation errors.