Program Assistant II - Customer Service (Health Department)

This position is a bargaining unit represented position and will close at 3pm on Friday, January 17th, 2025. Â

A cover letter and resume are required with your online application in order for your application to be considered complete. Uploading your resume to auto-fill portions of the application does not automatically attach it to your application. Incomplete applications will not be considered for this position.

Under the direction of the manager, supervisor, or designee, the incumbent will perform a variety of activities related to customer service and administrative program support for one or multiple programs.  Â

Perform a wide range of clerical support activities for the Customer Service program, including establishing and maintaining data, processing various applications, including a variety of permits, birth and death certificates, drafting and editing documents, providing technical or program specific information to the public, filing, copying and other duties that require a moderate degree of independent judgment and skill in applying office guidelines and work methods. Â Responsible for effectively organizing and prioritizing work assignments for uniformity and consistency while applying Lean principles. Â Must understand the basic technical subject matter of the Division's functions. Â

Work is performed under general supervision. Â Supervisor defines objectives, priorities, and deadlines, and assists incumbent with unusual situations which do not have clear objectives or precedents. Â Incumbent plans and carries out assignments and handles problems and deviations in accordance with experienced judgement, instructions, policies procedures and/or accepted practices. Â Work is reviewed for accuracy and conformance to established practices and procedures. Â

• Organize, coordinate and manage section workload exercising independent and discretionary judgment to ensure critical deadlines are met while maintaining a high level of accuracy.
• Evaluates section procedures, develops workflows and revises as necessary; designs and revises forms and documents, modifies and maintains database layouts to improve efficiency.
• Prepare, format, proofread, and edit documents including, brochures, newsletters, meeting minutes, correspondence, policies, Health Officer Orders, legal files and reports; establish, maintain, update and purge electronic and hard copy documents and files, databases and logs.
• Prepare operation and construction permits, process and follow up on external complaints, and fulfill public records requests, according to established procedures and codes.
• Perform cashier functions for various transactions, issue receipts and balance daily transactions, assuring checks and balances.
• Ability to decipher fee discrepancies on a variety of customer applications.
• Assist with the development of departmental and section administrative support procedures.
• Initiate permit renewals and follow up assuring proper fee collection.
• Assist with orientation of new employees.
• Tracks and enters data in multiple databases assuring accuracy of calculations and fees; retrieves and reviews statistical date and prepares required deadline intensive internal and external reports.
  
  

Associated Duties

• Perform other duties as assigned
  
  

Knowledge, Skills And Abilities

• Knowledge of office management principles, methods, practices, and procedures
• Knowledge of proper spelling, grammar, punctuation, and sentence structure to ensure that written materials prepared and reviewed are complete, concise, and error-free.
• Knowledge of personal computer principles, usage, systems and software applicable to the position.
• Knowledge of the department mission, goals, and objectives to carry out assignments
• Knowledge of sorting/filing techniques and records retention policies and schedules to maintain accurate records.
• Skilled in interpersonal communication with a wide range of people and excellent customer service
• Skilled in organization, at both personal and programmatic level
• Skilled in Microsoft Office Suite and Outlook, and internet
• Skilled in written expression using standard and business English
• Skilled in time management and technical oversight of office equipment
• Skilled in process and/or quality improvement
• Ability to utilize standard office equipment including personal computers, perform word processing, maintain data base system, and utilize personal computer
• Ability to maintain accuracy and attention to detail when completing multiple assignments
• Ability to provide recommendations to management and staff regarding program related issues.
• Ability to file both alphabetically and numerically
• Ability to understand and execute oral and written instructions.
• Ability to express ideas and convey information effectively, both orally and in writing.
• Ability to greet the public in a courteous and helpful manner.
• Ability to manage and prioritize multiple assignments
• Ability to work independently and exercise initiative, judgment and discretion.
• Ability to establish and maintain effective working relationships with co-workers, supervisors, other divisions and agencies, and the general public.
• Ability to rotate and assist other clerical support staff in all work units within the Division and district-wide.
• Ability to work independently and exercise initiative, judgment, and discretion, and carry out a variety of critical and time sensitive projects without detailed instructions
  
  

Job Location, Working Conditions and Equipment Utilized:

The incumbent will generally work in an office setting. The noise level in the work environment is usually moderate. The incumbent may be exposed to individuals who are irate or hostile. Typical business office machinery and equipment used include, but are not limited to computers, telephone, fax, copier, calculator, projector, and cash drawers.

Required Physical Traits

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

• Requires manual and finger dexterity and hand-eye-arm coordination to write and to operate computers and a variety of general office equipment. Requires mobility to accomplish other desktop work, retrieve files, and to move to various locations.
• Requires visual acuity to read computer screens, printed materials, and detailed information; specific vision abilities required by this classification include close vision, distance vision and color vision, peripheral vision, depth perception, and the ability to adjust focus. Frequently required to talk, or hear effectively.
• May involve occasional kneeling, squatting, crouching, stooping, crawling, standing, bending, climbing (to stack, store or retrieve supplies or various office equipment or files).
• Lifting and carrying up to 50 pounds occasionally with or without assistance (example: box of copy paper).
• Requires the ability to communicate with others orally, face to face, video, and by telephone.
  
  

Education And Experience Required

Education: Requires a high school diploma or equivalent

Experience: Requires one year of office clerical support experience (or a combination of education, training, and/or experience which provides evidence of the ability to perform work of the class).

Or: In place of the above requirement, the incumbent may possess any combination of relevant education and experience which would demonstrate the individual's knowledge, skill, and ability to perform the essential duties and responsibilities listed above.

Licenses, Certifications And Other

• Valid Washington State Driver's license or ability to obtain one within 30 days of hire and a driving record which meets the requirements of Snohomish Health District's insurance carrier
• Background check pursuant to RCW 43.43.830