Program Specialist II - Public Health Clinic (Health Department)

Under the direction of the Clinic Manager or designee, the Public Health Clinic Program Specialist II will handle all aspects of front desk operations and provide support services to the clinical staff. The incumbent will be responsible for performing general administrative duties within the clinical space such as greeting patients, assisting patients with filling up paperwork, answering phones, inventory management, and registering clients in the electronic medical records system. 

The incumbent will work with multiple disciplines within the clinic that perform services related to sexual health and providing immunizations across all age groups. The work is characterized by specialized, technical and administrative duties requiring in depth knowledge of standard clinical practices and HIPAA guidelines. The program Specialist II must also demonstrate cultural competency and the ability to engage with individuals from diverse backgrounds, cultures, and socioeconomic circumstances.

Work is performed under general supervision. The manager defines objectives, priorities, and deadlines; and assists incumbent with unusual situations, which may not have clear objectives or precedents. Incumbent plans and carries out assignments and handle problems and deviations in accordance with experienced judgment, instructions, policies, procedures and/or accepted practices. Work is evaluated for technical soundness and conformity to practice and policy. Reports to the Clinic Manager, who reviews the work for accuracy, thoroughness, and conformance to established practices and procedures. 

• Processes public disclosure requests for records; clarifies and prioritizes elements of requires; prepares response letters; prepares required redaction logs; schedules appointment to review records. 
• Collaborates with other programs on the production of records in response to requests, establishes timeframes for responses; assembles the responses and records.  
• Maintains tracking, documentation, and statistics to substantiate compliance internal policies.
• Performs clerical and administrative duties in accordance with procedures and department policy, including data entry, record keeping, preparing, and processing documents, and maintaining files. 
• Provides training and guidance to staff regarding record retention schedules, processing records for inactive storage or disposal, public records requests, and data management.
• Assists with the development and maintenance of the department records retention schedules and guidelines
• Provides department records and data collection support 
• Assists with the development, implementation, and maintenance, of procedures, guidelines and controls for storage, retrieval, re-filing and tracking of inactive records; arranges facilities, packing, labeling and transfer of records.
• Assists internal and external users of program information and data resources by retrieving, researching, reproducing, and re-filing documents and reference materials.

• Supports the relationship between the department and the constituent population by demonstrating courteous and cooperative behavior when interacting with clients, visitors, and employees; promotes district goals and priorities in compliance with all policies and procedures. 

Associated Duties:  

Successful incumbents for this position will have the: 

• Knowledge of state, local laws and regulations regarding public disclosure requests and the retention, release and dissemination of official records and documents. 
• Knowledge of records and information management policies, practices, trends, systems, and techniques.  
• Knowledge of district operations, policies, procedures, and objectives. 
• Knowledge of filing methods and systems; indexing and cross-indexing principles and techniques. 
• Skilled in positive and effective interaction with individuals of diverse cultural, social, and economic backgrounds and excellent customer service. 
• Skilled in organization and coordination and scheduling of multiple simultaneous tasks and projects with strict deadlines, without requiring supervision/reminders.
• Skilled in being resourceful by searching out answers using any available resources and be tech savvy, able to figure out new technology/software with little to no assistance.
• Ability to support the district’s mission, vision, and organizational goals. 
• Ability to demonstrate a commitment to valuing diversity and contributing to an inclusive working and learning environment. 
• Ability to coordinate and collaborate reports and information from a variety of sources with unique, detailed, complex, and/or vague procedures or regulations.
• Ability to establish and maintain effective working relationship with co-workers, management, other employees, agencies, and the general public.
• Ability to meet timelines and schedules on multiple simultaneous projects.
• Ability to apply common sense understanding to solve complex problems or deal with several variables in standardized situations.
• Ability to be persuasive in selling concepts of the proper handling of public records requests and information management concepts of records and information management. 

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.  

Physical Demands:

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

• 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 District 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.  
• Required to use hand to eye coordination, handle, feel or operate objects, tools, or controls.
• May involve occasional kneeling, squatting, crouching, stooping, crawling, standing, bending, climbing (to stack, store or retrieve supplies or various office equipment or files). 
• The incumbent is frequently required to stand and/or walk for extended periods of time; walk on uneven surfaces; sit; climb or balance; stoop, kneel crouch, or craw; and smell in the performance of field and office duties.   
• Duties may require the incumbent to carry supplies and/or equipment up and down stairs as well as into and out of a vehicle.   Lifting and carrying up to 20 pounds is required continuously, and up to 50 pounds occasionally with or without assistance (example: a box of copy paper).
• Requires ability to drive an automobile and/or have sufficient mobility to access various work locations.  
• Requires the ability to communicate with others orally, face to face and by telephone.

Skills for the position may be gained through education, certification, relevant job experience or a combination, such as:

Education:       Requires a high school diploma or equivalent.

Experience:     Requires three years of records technician or specialist with specific duties related to public records requests. 

Licenses, Certifications and Other:

• An associate degree in public administration or paralegal studies, or other relevant degree, preferred.

• Experience with GovQA, preferred. 

• 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
• Successful completion of a background check pursuant to RCW 43.43.830

Salary : $58,497 - $71,122