Public Health Clerk - Vital Records

Public Health Clerk - Vital Records

Employment Type: 0 - Full-time Regular

Pay Range: $37,117.00 - 57,068.00

Location: Castle Rock, CO

Overtime Exempt: N

Elected Office / Department: PUBLIC HEALTH DEPARTMENT

Performs administrative support for the Public Health Department and its personnel. Performs functions including document preparation, meeting and travel planning, customer service, reception activities, answering process and program-related questions, and entering and maintaining related data.

Generally, the hiring range is $37,117-$46,397 annually. Qualifications, education and experience as it relates to the position will be taken into consideration when determining hiring salary.

Douglas County offers an excellent comprehensive benefit package including but not limited to: Medical/Dental/Vision. For a more detailed overview please view the full Employee Benefit Guide.

ESSENTIAL DUTIES AND RESPONSIBILITIES: (The following examples are illustrative only and are not intended to be all inclusive.)

• Performs customer service duties; provides general information and responds to specific customer questions; conducts necessary research and routes inquiries appropriately for more complex matters and interpretation issues; takes written messages.

• Performs general and routine administrative and customer assistance duties including forms processing, data entry, cash balancing, and record keeping related to Public Health in Douglas County.

• Files applications, permits, and other records in an accurate and timely manner.

• Responds to complaints and requests for information from the public.

• Receives complaints from the public and customers. May investigate minor complaints and refer complex issues to management.

• Performs routine clerical duties such as answering phones, typing, searching files, filing, data entry, and record keeping.

• Processes general department documents. Accepts documents, updates records, files, photocopies, and performs data entry, and retrieval.

• Assists in preparation of general reports and written correspondence.

• Schedules and coordinates conference rooms and sets up equipment and rooms for various events and meetings. Coordinates with Facilities and IT as needed.

• Supports community outreach events, as needed.

• Utilizes computer to enter, retrieve, verify, and correct data, maintain records, and develop spreadsheets.

• Other duties as assigned.

Vital Records:

• Performs duties and activities related to the processing of applications for Birth & Death Certificates.

• Assures appropriate fees are collected, receipts issued, and daily reports are run and reconciled as appropriate.

• Maintain statistical records of transactions.

Environmental Health:

• Performs duties and activities related to the processing of applications for Retail Food Establishments, Onsite Wastewater Treatment Systems, and Body Art facilities.

• Assures appropriate fees are collected, receipts issued, and daily reports are run and reconciled as appropriate.

• Maintain statistical records of transactions.

Community Health:

• Performs duties and activities related to the Supplemental Food and Nutrition Program for Women, Infants and Children (WIC) program, including administrative support for the Medicaid Portal and Colorado Immunization Information System (CIIS).

• Is responsible for covering the reception desk in Castle Rock and providing a positive client experience for all individuals that come in for services.

• Creates and maintains an inventory list for WIC supplies and submits any necessary order requests to the Assistant Director for Community Health on a bi-weekly or monthly basis.

• Supports the WIC team as needed with formula orders and preparation for retail store monitoring visits.

• Is the main point of contact for WeeCycle's diaper distribution program and maintains an inventory and monthly distribution report.

• Develops an inventory list for health education material (both print and electronic) and outreach supplies to support the MCH, STEPP, Behavioral Health, and Fall Prevention programs and orders materials as needed.

• Assists in the preparation of grant reports for WIC, Maternal Child Health (MCH), and the State Tobacco Education and Prevention Project (STEPP).

SUPERVISION RECEIVED: Works under close supervision with review of work by assigned supervisor or manager.

SUPERVISORY RESPONSIBILITIES: None.

INDEPENDENT JUDGMENT: Follows established policies and procedures, with escalation of complex situations to management team.

MINIMUM QUALIFICATIONS:

EDUCATION and/or EXPERIENCE:

• High school diploma or GED is required.

• Must have a minimum of one year of general office or customer service experience.

• A combination of experience and education may be considered.

KNOWLEDGE, SKILLS AND ABILITIES:

Knowledge:

• Acquire and retain knowledge of policies, procedures, and CDPHE regulations related to Community Health funded grant programs.

• Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, and other office procedures and terminology.

• Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.

Skills:

• Use of modern office practices and procedures.

• Operation of standard office equipment including fax machines, copiers, and computers.

• Work with the public in a courteous and professional manner. Provide professional customer service to clients, vendors, staff and public.

• Ability to successfully execute many complex tasks simultaneously; with ability to work as a team member, as well as independently.

• Basic to intermediate computer skills are required. Must have intermediate Microsoft Office Suite skills, especially Outlook, Word, and Excel.

• English language, proper grammar, punctuation, and spelling in other oral and written communication.

• Bilingual in Spanish a plus.

Abilities:

• Responds to supervisor's direction and adjust work practices accordingly.

• Establish and maintain effective working relationships with other County employees, representatives of other agencies and organizations, and members of the community.

• Effectively communicate verbally and in writing to exchange general information and follow written or verbal instructions.

• Organize and prioritize work and to complete assignments in an accurate and timely manner

• Ability to maintain confidentiality.

CERTIFICATIONS, LICENSES, & REGISTRATIONS:

• This position requires successful completion of a criminal background check including fingerprinting through a national database.

• Certification as a Deputy Registrar through the Colorado Department of Public Health and Environment (CDPHE) within six months. (Vital Records Only)

WORK ENVIRONMENT:

Physical Work Environment: The work environment is typical of an office environment. This position has frequent, close contact with coworkers and the public. Work is primarily conducted indoors with occasional time spent in an outside environment. Incumbent experiences routine exposures and hazards of a typical office environment. Subject to multiple interruptions.

Physical Demands:

• Requires sufficient hearing and speech ability to communicate verbally in response to inquiries, complaints, and to exchange general information with the public and various agency representatives via phone or in person.

• Requires occasional light lifting/carrying under 15 pounds.

• Requires the ability to sit and perform administrative and computer work for significant periods of time.

• Visual and physical capabilities to work on phones and standard office equipment for prolonged periods of time.

• Frequent phone use.

Material and Equipment Directly Used: Standard office equipment such as computer, phone, scanner/copy/fax machine, postage meter, and filing storage.

ADDITIONAL INFORMATION:

Closing Date: 5/24/2024 5:59PM MST. Review of applications will begin immediately and continue until a suitable candidate is selected.

The job details outlined in this posting may represent a modified summary of the full job description. For a full copy of the job description CLICK HERE to view our job classifications.

In the event of an emergency/disaster in or near the County, all County employees are expected to make every effort to be available to assist the County Manager, Elected/Appointed Officials and Department Directors to ensure the continued operation of any and all necessary County functions. This may mean being available to perform additional duties and hours beyond what is normally required. In the event that an exempt employee does work more than 40 hours a week in support of County operations during an emergency, such employee may receive overtime or other appropriate wage compensation in accordance with existing County policies or at the discretion of the County.