What are the responsibilities and job description for the Program Assistant (Bilingual) position at Wood County, WI?
Wood County team members are offered competitive salaries, flexible schedules, and excellent benefits, including:
Purpose of the Position
Provides administrative support for all functions of the Health Department. Responsible for fiscal management of public health programs, which must be done with complete accuracy to ensure funding is maintained and all audits are successful. This position requires positive interaction with staff of the Health Department, other Wood County departments, and the general public.
Essential Duties and Responsibilities
The following duties are normal for this position. These are not to be construed as exclusive or all-inclusive. Other duties may be required and assigned.
1. Assist individuals who come in to the Health Department in a pleasant and professional manner. Answer main telephone line promptly and courteously. Relay public health information, take messages, or forward calls to the appropriate staff member.
2. Provide Spanish interpretation and/or translation for public health clients and/or WIC participants as requested, and when available.
3. Process daily incoming and outgoing mail.
4. Assist with initiating complaint investigation associated with environmental health programs, accurately entering information into database.
5. Type, copy, and file correspondence, reports, newsletters, client/participant records and any other items as needed by staff members.
6. Provide administrative support to professional staff by proofreading, editing, mailing, providing feedback, gathering data, and any other duties that help to support the staff.
7. Maintain appropriate inventory and accounting of various program supplies, forms, and equipment. Stock office supplies as needed.
8. Assist the public with vaccine related questions, schedule immunization appointments and/or transfer to public health nurse when appropriate.
9. Organize rosters for scheduled clinics and assist with setup and clean-up of exam rooms.
10. Effectively use various websites and software programs, such as ROSIE, WICHealth.org, WIR, Time Activity Reporting (TAR), DentaSeal, and Forward Health.
11. Maintain department credit cards, prepare summary report, and post information for payment.
12. Maintain fixed asset inventory listing.
13. Utilize County software to prepare vouchers.
14. Track expenditures to assist the Public Health Manager with budget projections. This could include the creation of new spreadsheets.
15. Perform non-electronic billing for Health Department programs. Including, but not limited to: TB; Hepatitis B; Environmental Health; and Contracted Billing.
16. Complete electronic billing monthly for immunizations, lead, and other public health programs.
17. Participate in scheduled training seminars and online webinars to keep informed of changes, methods, and policies of electronic billing programs. Assume responsibility to know and understand components of electronic billing with limited direction.
18. Promote the department and team members positively in all interactions.
19. Collaborate with team members, and willingly accept and provide constructive feedback to foster improvement.
20. Must be familiar with and exemplify the Wood County Core Values and serve with courtesy and respect in accordance with the Wood County Code of Conduct.
Other Duties
1. Answer inquiries about the WIC program eligibility requirements; process requests for application and maintain documentation of the application process. Assist with preparation and distribution of educational materials for use at WIC clinic, WIC newsletter, and for WIC outreach purposes as identified.
2. Conduct Intake/Health Screening of WIC participants and benefit issuance for WIC participants during WIC clinics; includes obtaining height and weight, and blood samples for lead and/or hemoglobin tests in the absence of a Community Health Worker.
3. Participate in improving agency performance, processes, programs, and interventions through continuous quality improvement.
4. Assume responsibility for own professional growth and development by pursuing education, participating in professional committees and work groups and contributing to a work environment where continual improvements in practice are pursued.
5. Attend regular staff meetings, trainings and other meetings as assigned.
6. Report to work as called in 24/7 in a public health crisis or emergency and performs public health emergency response duties as assigned and consistent with training provided.
7. Participate as part of the Incident Command Structure in planning, training, and exercising for emergencies; includes annual respirator fit testing.
8. Work to support the mission of the department and adheres to the core values as described in the most current agency strategic plan.
9. Responsible to know and practice the Safety Policies of the County. Perform all job tasks in a safe and prescribed manner.
10. Perform other duties as assigned consistent with job classification.
Minimum Training and Experience Required to Perform Essential Job Functions
High school graduate or equivalent with two to four years of additional clerical experience required. Must be proficient with Spanish Bilingual interpretation and translation skills. Associate Degree in administrative program or bookkeeping is preferred. Possession of a valid driver’s license, as well as a licensed and insured automobile are required; or other means of reliable transportation immediately available to candidate.
- Health Insurance - we offer low premiums and low deductibles, with excellent coverage!
- Dental Insurance
- Vision Insurance
- Wisconsin Retirement System (WRS) - This is one of the best-funded public pension plans in the U.S.!
- 457 deferred compensation plan
- Vacation and Sick Time - Start accruing for both on your first day!
- 10 Paid Holidays
- Flexible Spending Account to set aside pre-tax dollars for childcare and medical expenses
- Life Insurance
- Short and Long-Term Disability
- Wellness Incentive Plan
- Public Student Loan Forgiveness (PSLF) program
Purpose of the Position
Provides administrative support for all functions of the Health Department. Responsible for fiscal management of public health programs, which must be done with complete accuracy to ensure funding is maintained and all audits are successful. This position requires positive interaction with staff of the Health Department, other Wood County departments, and the general public.
Essential Duties and Responsibilities
The following duties are normal for this position. These are not to be construed as exclusive or all-inclusive. Other duties may be required and assigned.
1. Assist individuals who come in to the Health Department in a pleasant and professional manner. Answer main telephone line promptly and courteously. Relay public health information, take messages, or forward calls to the appropriate staff member.
2. Provide Spanish interpretation and/or translation for public health clients and/or WIC participants as requested, and when available.
3. Process daily incoming and outgoing mail.
4. Assist with initiating complaint investigation associated with environmental health programs, accurately entering information into database.
5. Type, copy, and file correspondence, reports, newsletters, client/participant records and any other items as needed by staff members.
6. Provide administrative support to professional staff by proofreading, editing, mailing, providing feedback, gathering data, and any other duties that help to support the staff.
7. Maintain appropriate inventory and accounting of various program supplies, forms, and equipment. Stock office supplies as needed.
8. Assist the public with vaccine related questions, schedule immunization appointments and/or transfer to public health nurse when appropriate.
9. Organize rosters for scheduled clinics and assist with setup and clean-up of exam rooms.
10. Effectively use various websites and software programs, such as ROSIE, WICHealth.org, WIR, Time Activity Reporting (TAR), DentaSeal, and Forward Health.
11. Maintain department credit cards, prepare summary report, and post information for payment.
12. Maintain fixed asset inventory listing.
13. Utilize County software to prepare vouchers.
14. Track expenditures to assist the Public Health Manager with budget projections. This could include the creation of new spreadsheets.
15. Perform non-electronic billing for Health Department programs. Including, but not limited to: TB; Hepatitis B; Environmental Health; and Contracted Billing.
16. Complete electronic billing monthly for immunizations, lead, and other public health programs.
17. Participate in scheduled training seminars and online webinars to keep informed of changes, methods, and policies of electronic billing programs. Assume responsibility to know and understand components of electronic billing with limited direction.
18. Promote the department and team members positively in all interactions.
19. Collaborate with team members, and willingly accept and provide constructive feedback to foster improvement.
20. Must be familiar with and exemplify the Wood County Core Values and serve with courtesy and respect in accordance with the Wood County Code of Conduct.
Other Duties
1. Answer inquiries about the WIC program eligibility requirements; process requests for application and maintain documentation of the application process. Assist with preparation and distribution of educational materials for use at WIC clinic, WIC newsletter, and for WIC outreach purposes as identified.
2. Conduct Intake/Health Screening of WIC participants and benefit issuance for WIC participants during WIC clinics; includes obtaining height and weight, and blood samples for lead and/or hemoglobin tests in the absence of a Community Health Worker.
3. Participate in improving agency performance, processes, programs, and interventions through continuous quality improvement.
4. Assume responsibility for own professional growth and development by pursuing education, participating in professional committees and work groups and contributing to a work environment where continual improvements in practice are pursued.
5. Attend regular staff meetings, trainings and other meetings as assigned.
6. Report to work as called in 24/7 in a public health crisis or emergency and performs public health emergency response duties as assigned and consistent with training provided.
7. Participate as part of the Incident Command Structure in planning, training, and exercising for emergencies; includes annual respirator fit testing.
8. Work to support the mission of the department and adheres to the core values as described in the most current agency strategic plan.
9. Responsible to know and practice the Safety Policies of the County. Perform all job tasks in a safe and prescribed manner.
10. Perform other duties as assigned consistent with job classification.
Minimum Training and Experience Required to Perform Essential Job Functions
High school graduate or equivalent with two to four years of additional clerical experience required. Must be proficient with Spanish Bilingual interpretation and translation skills. Associate Degree in administrative program or bookkeeping is preferred. Possession of a valid driver’s license, as well as a licensed and insured automobile are required; or other means of reliable transportation immediately available to candidate.
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