OSS - Public Health

The Public Health Office Support Specialist position is responsible for performing a variety of diverse and complex clerical tasks that require attention to precision and accuracy. This position is responsible for providing exceptional customer service to people walking into the Department or calling into Public Health. This position provides office support for the nurses and social workers when needed by making packets, typing, faxing, in the operation of copy machine and anything else as needed. This position is responsible for Accounts Payable and Employee Reimbursements. The Public Health Office Support Specialist must maintain HIPPA while doing daily tasks.

This position has a part in implementing the required Local Public Health Activities that are organized according to the following areas: assure an adequate public health infrastructure; promote healthy communities and healthy behavior; prevent the spread of infectious disease; protect against environmental health hazards; prepare for and respond to disasters and assist communities in recovery; and assure the quality and accessibility of health services.

Duties and Responsibilities
• Performs receptionist duties and functions for the Public Health Department.
           o Greets clients to determine the nature of issues, problems or questions and refers clients to staff; schedules appointments for immunization clinic after determining they are eligible; schedules appointments for the car seat clinic; registers for breastfeeding and childbirth classes; directs public and/ or clients to other departments or agencies, as appropriate.
           o Answers incoming phone calls and directs calls appropriately.
           o Provides clients application forms, assists clients to complete forms, and answer routine questions.
           o Schedules appoints for immunization clinic and car seat clinic by phone or in person.
           o Sign for deliveries, check off when deliveries arrive and distribute or put away items.
           o Hand out and track badges for people that are visiting inner office.
• Performs office duties for department
           o Types and provides clerical support and assistance to Public Health staff.
           o Prioritize work that has deadlines to meet all deadlines.
           o Process incoming and outgoing mail.
           o Send faxes and distribute incoming faxes to correct employees.
           o Balance cash drawer.

           o Monitor temperatures of vaccine refrigerator/freezer at the beginning and end of each workday. Report any issues to appropriate staff.
           o Monitor Public Health voicemail throughout the day                                                                                                                                                                                                                                                                                                                   • Provides customer service and client services to public and other County offices.
           o Determines if a person is eligible to receive immunization records. If so, processes paperwork, retrieves the immunization records, and distributes immunization records.
           o Collects and receipts incoming cash and checks.
           o Determine if someone is eligible for a radon test kit. Assist them with the application for test kit and explain testing process.
           o Process information requests for immunization requests according to guidelines.
• Performs a variety of routinely complex clerical functions of the office to assist in the maintenance and operation of the department.
           o Balance cash/check deposits each week for transfer to appropriate staff.
           o Mail or distribute Follow Along Program forms to client or the appropriate employee.
           o Assists in destroying old or outdated file information or records in accordance with record retention guidelines.
           o Makes packets for staff as necessary.
• Performs complex data entry responsibilities.
           o Files car seat forms in clients’ electronic medical record.
           o Monitors current balance of car seats available.
           o Distributes incentive gift cards for clients, as appropriate.
           o Balances the paperwork and money for immunizations given and makes copies of immunizations that need to be billed for.
           o Processes reimbursements and expenses for Public Health employees by typing and proofing to be sure that data is accurate with the information received by    the Director of Public Health.
           o Completes Accounts Payable for Public Health.
           o Updates and maintains Public Health’s website.
           o Serves as the backup person for inputting of clients Release of Information forms into the appropriate client electronic medical folder.
• Completes Purchase Orders Forms when ordering supplies for Department.
• Types Tax Exemption forms when needed for purchases.
• Observes HIPAA guidelines when working with clients or client information.
• Performs other duties as assigned.

While these are the primary focus of the position, we believe strongly in teamwork and employees will be called upon to perform a variety of duties as part of their role with the County.

Position Requirements

Knowledge, Skills and Abilities
• Knowledge of basic grammar, mathematics and business composition.
• Knowledge of modern office support, office equipment operations and general business practices.
• Ability to understand and apply oral and written instructions.
• Ability to use computers and relevant software including word processing, spreadsheet programs, data entry and file maintenance.
• Effective oral and written communication skills.
• Ability to work independently and accurately.
• Skill in managing time, organizing, and setting priorities.
• Ability to perform data entry for prolonged periods.
• Ability to maintain confidentiality and data privacy according to laws, rules and policies.                                                                                                                                                  • Ability to perform assignments under moderate supervision within standard operating procedures.
• Ability to follow standard procedures and tasks where basic analytical ability is required.
Detailed guidelines and procedures are generally used to make decisions or determine actions.
• Ability to maintain effective communication and working relationships with inside and outside contacts.

Education and Experience
• High School Diploma or GED
• Requires some specialized training
• One to three years relevant work experience
• Computer, typing and data entry experience/training
• Valid Driver’s License
• Other certificates and training required by job duties
• Must have HIPPA and NIMS/ ICS certification upon hire.

Equipment and Tools
• Frequent use of office equipment and technology
• Frequent use of adding machine and communication equipment
• Intermittent use of Personal Protective Equipment
• Intermittent use of county vehicle

Physical and Mental Requirements
This job typically requires: sitting, standing, walking, feeling, manual dexterity, grasping, talking, hearing, typing, and seeing. There is exposure to computer keyboards and video screens. This position is generally light-duty and may require the exertion up to 20 pounds of force.

The physical demands described here are representative to those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations can be made to enable individuals with disabilities to perform the essential functions.

Working Conditions
Work is performed in an office environment. There may be travel required to other facilities, meetings training, etc. This position may be exposed to odors.

The work environment characteristics described here are representative to those an employee encounters while performing essential functions of this job. Reasonable accommodations can be made to enable individuals with disabilities to perform the essential functions.

Competencies Common to All County Positions
• Develop, maintain a thorough working knowledge of, and comply with all departmental and applicable County policies and procedures.
• Demonstration by personal example the spirit of service, excellence, and integrity expected from all staff.                                                                                                                  • Develop respectful and cooperative working relationships with co-workers, including willing assistance to newer staff so job responsibilities can be performed with confidence as quickly as possible.
• Confer regularly with and keep immediate supervisor informed of all important matters which pertain to the applicable job functions and responsibilities.
• Represent Freeborn County in a professional manner to the public, outside contacts and constituencies.

Completed applications along with cover letter and resume are due by 12:00 PM Friday, March 28th, 2025.

                  Freeborn County is an Equal Opportunity Employer