Health Licensing Coordinator (Union AFSCME)

SALARY RANGE: $34.15 - $43.43/HOUR

• Starting salary is dependent upon qualifications, but in most cases is no higher than the midpoint for the range.

NATURE OF WORK:
Under the supervision of the Public Health Manager, coordinates the licensing and permitting processes of Health issued licenses and permits. Works as liaison between business owners, community residents, City departments, and the staff charged with inspecting the establishments. The staff processes licenses for food establishments, mobile vendors, long term care facilities, food delivery vehicles, vending machines, retail tobacco sales, private scavengers, temporary food permits, apiaries and other health-related permits. Responsible for acting as departmental System Administrator for permitting and licensing software responsible for the Health Department functions of the software including configuration, maintenance and development, troubleshooting, training, debugging processes, and related issues. Works with external vendor/consultant to resolve difficult issues and add functionality. Attends Special Events meetings and advises members and external vendors regarding licensing requirements.

ESSENTIAL FUNCTIONS (Specific assignment will include some or all of the following):

• Administers Public Health licenses, including restaurants, mobile vendors, food delivery vehicles, long-term care facilities, vending machines, retail tobacco sales, private scavengers, temporary food permits, bee keepers and other health-related permits and licenses.
• For Food Establishment licenses, receives new application, , enters pertinent information into licensing systems; receives inspection information from inspectors; when necessary, coordinates with Community Development, Fire and Public Works and other relevant departments before license approval can be granted (construction, reconstruction, remodeling, etc); annually notifies existing licensees of need to renew license; sends invoices and follows through to ensure that payment has been made.
• For non-inspection licenses, notifies and invoices licensee, following through to ensure that payment has been received and documented.
• Receives applications, reviews and coordinates with Community Development, Public Works and other related departments; prepares information to submit to Special Events, Director and City Council, ensuring that all permit applications are reviewed by all necessary parties in an accurate and timely fashion.
• Attends Special Event meetings with applicants to answer questions or review application information as requested.
• Prepares HHS pertinent information for weekly Friday packets to City Council.
• Consults with community members, vendors, license holders, prospective and current business owners regarding plan reviews, licensing inquires and practices.
• Incorporates new and innovative technology effective in the Department’s licensing endeavors and efforts.
• Updates and improves the Department’s website.
• Serves as departmental System Administrator for the licensing system; responsible for implementing, maintenance and development of HHS applications; license payment processes, trains new users in department; troubleshoots, debugs processes, adds new functions as developed; works with staff in other departments to maximize system’s functionality; works directly with external vendor/consultants on more complex issues
• Assists with special projects in the division and department.
• Performs duties as assigned.

MINIMUM QUALIFICATIONS:
Must possess and Associates Degree from an accredited college, university or vocational/trade school.
Bachelor’s Degree preferred.
Three years of progressively responsible experience in a position with significant customer interaction, use of general office software including word processing, spreadsheet and database (presentation and publishing software preferred) functions.
Experience working with an interactive computer software system at an advanced level.
Experience in a social service, public sector or human service organization preferred.

Must posses the following skills, knowledge and abilities:

• Ability to work with a software system designed to track processes through several departments and individual processes, and to operate at an advanced level in order to act as a system administrator.
• Ability to learn and understand public sector pubic health licensing and permitting requirements, including City Code and departmental processes
• Excellent organizational and project management skills.
• Ability to train users on software system, resolve problems and maintain the system’s functionality.
• Excellent customer service skills in a public environment with a diverse population.
• Excellent communication skills both verbal and written.
• Thorough knowledge of office software programs including word processing, spreadsheet, calendar and email; knowledge of or ability to learn presentation and publishing software; ability to learn software programs specific to health departments.
• Ability to develop and maintain Health Department (Microsoft Access Based), generate form letters, invoices, and bill from a database.
• Ability to read and understand the City Code and related documents as applicable to certain licensing functions of the division.
• Ability to organize training programs, and other events involving staff, outside vendors and members of the public.
• Ability to perform basic mathematical functions such as addition, subtraction, multiplication, division, percentages, fractions, decimals, rate, and to perform arithmetic operations involving American monetary units.
• Ability to operate and maintain systems that track and document licenses, plans and permits.
• Demonstrated ability to solve practical problems and deal with a variety of variables in situations where limited standardization exists; ability to interpret a variety of instructions furnished in written, oral, diagrammatic, or schedule form.
• Demonstrated ability to explain policies, guidelines, and rules, and to work within a system where applicants must comply with program requirements.
• Ability to read manuals, legal documents, memoranda, business letters, minutes, financial reports and records; ability to write summaries, letters and memoranda, and reports using prescribed format and conforming to all rules of punctuation, grammar, style, and spelling
• Ability to speak using appropriate style, diction and grammar, in a manner understandable to the receiver.
• Ability to establish and maintain effective working relationships with other staff, members of the public, customers, outside vendors and providers.
• Ability to listen and understand the customers’ requests, and to find the underlying issue if necessary.
• Bilingual (Spanish/English) a plus.

PHYSICAL REQUIREMENTS OF WORK:
The employee must exert up to 10 pounds of force occasionally to lift, carry, push, pull or otherwise move typical office environment objects.
The employee is subject to inside environmental conditions: protection from weather conditions, but not necessarily from indoor temperature changes. There are no environmental hazards associated with this classification.

SUPERVISION:
The Health Licensing Coordinator reports to the Public Health Manager. The employee is responsible for prioritizing work tasks, and for identifying and utilizing the appropriate resources to resolve a problem or situation. The position works closely with all involved departments to assist in achieving best practices in the licensing area. The employee works independently for the most part, receiving general assignments and direction from the Supervisor and Department Head, but must work within stated guidelines and frameworks. Work performance is reviewed through observation, customer (internal and external) response, accuracy of reports and paperwork, ongoing communication with supervisor, and completion of work in a timely manner. Guidance is provided by the supervisor, City Code, departmental policies, City operating practices and procedures, and other resources as applicable to specific projects assigned. Work is evaluated at least annually, with respect to customer service and performance in accordance with the classification standard.

PUBLIC CONTACT:
The employee has regular and frequent contact with members of the public, City employees, City officials, and business owners.
The employee is expected to provide excellent customer service to all.


Chosen candidates will be required to provide proof of licenses, certifications, and education required for this position. Candidates will also be subject to qualifying pre-employment processes, including medical examination, drug/alcohol screen, employment verification, and criminal background check.

The City of Evanston is an equal opportunity employer and ensures against discrimination in employment on the basis of a person’s race, color, sex, age, religion, disability, national origin, ancestry, sexual orientation, marital status, parental status, military discharge status, source of income, housing status, or gender identity. The City of Evanston is also committed to accessibility for persons with disabilities. Any person needing mobility or communications access assistance should contact Human Resources at 847-448-8204 (voice) or 847-866-5095 (TTY).