Environmental Health Administrative Assistant

Definition & Duties

Knowledge of & Ability to

• Basic office practices, formats, and the maintenance of complex records
• Mathematical computation
• Basics of Geographic Information Systems
• Basic knowledge of environmental controls, rules and regulations
• English language to include grammar, spelling, punctuation, sentence structure and vocabulary skills

• Learn and interpret readily and thoroughly all phases of departmental operations
• Represent Johnson County and perform duties in a professional, responsible and trustworthy manner
• Perform clerical tasks with a high degree of speed and accuracy
• Maintain confidentiality and security of information as appropriate
• Make decisions requiring interpretation and judgment
• Collect data, keep accurate records, and prepare reports
• Make bookkeeping entries and complete business forms
• Be detail-oriented when working with documents and information
• Operate common office equipment such as typewriters, calculators, cash registers, fax and postage machines, photocopiers, multi-line telephones, scanners, and microfiche printers/readers
• Use a computer for the purposes of data entry, spreadsheets, and word processing
• Provide customer service that is professional, courteous, and responsive
• Establish and maintain effective relationships with elected officials, department heads, other county employees, and members of the public
• Organize and prioritize multiple tasks
• Handle moderate levels of stress, meet deadlines and solve problems appropriate to the position
• Follow verbal and written instructions
• Organize and present facts, ideas and opinions clearly and concisely, orally and in writing
• Stand, sit, squat, kneel, bend, twist, reach, and use a step stool as needed
• Lift and/or move up to 35 pounds as needed
• Have clarity of speech and hearing which permits effective communication
• Have sufficient vision which permits heavy production and review of a wide variety of materials in both electronic and hardcopy forms
• Have sufficient manual dexterity to operate a computer keyboard with moderate to heavy use at 55 wpm and make handwritten notations
• Work flexible schedule and occasional overtime as needed

Minimum Education, Training & Experience & Special Requirements

Specific Duties

to be performed satisfactorily with or without reasonable accommodation

• Responds to diverse and complex phone, written, and oral inquiries from the public and county employees related to department programs and services and answers technical questions from customers about water, food, and environmental services.
• Responds to formal requests from the public for information, reports, and data utilizing GIS and other state and local databases.
• Assists the Environmental Health Manager in completing institutional processes and grant claim submission requirements for the Private Well Grant and Summer Food Program invoicing.
• Enter and reconcile revenues received by the department and prepare daily deposit for the Treasurer’s Office. Reconcile revenue received with environmental health paperwork to assure correct fee and documentation is submitted.
• Provides administrative support to the Environmental Health Division. Serve as first point of contact in the department for visitors, vendors, potential vendors, and responds to food-borne illness complaints and non-illness food and Hotel complaints. Educates clients on services EH division provides and directs them to the proper resource when needed.
• Utilize a considerable depth of knowledge of program policies, Iowa Legislative Code regarding Food, Wastewater, and Private Well requirements and functions to maintain division operations.
• Navigates and resolves complex billing and licensing issues between vendors and the Department of Inspections, Appeals and Licensing.
• Run monthly renewal and delinquency reports from the USA Food Safety Database and provide required notifications to licensed vendors.
• Exercises independent judgment to analyze, rearrange, expand, segregate, tabulate, and perform spreadsheet or database operations on computers.
• Maintains independent spreadsheets for tracking of invoicing, types of violations, etc.
• Performs monthly reconciliation reports for the Private Well Grant with State Hygienic Lab invoices.
• Assists with Environmental Health Services special projects including but not limited to ordering and keeping stock of well tests kits and radon testing kits.
• Assists in the training of new inspectors on the USA Food Safety Database.
• Prepare and process billing and renewals related to Environmental Health programs.
• Performs general clerical duties such as photocopying, scanning, filing, faxing and typing.
• Participate in training/educational opportunities and work-related meetings as required.
• Perform duties of a Clerk II as needed.
• Perform all work duties in accordance with County policies, procedures, and safety practices.
• Attend work regularly at the designated place and time.