Office Support Specialist (Part Time)

Department: Community Health Services - WIC

Job Status: Part-time (29 hours per week)

FLSA Status: Non-Exempt 

Reports To: Public Health Nutrition Program Manager

Grade/Level: A13 

Job Type: Regular 

Positions Supervised: None 

Work Schedule: 8:00 am - 4:00 pm, Monday, Wednesday, Thursday, Friday. 60-minute unpaid lunch daily. Adjustments to schedule with supervisor approval.  

POSITION SUMMARY

Promotes and supports population health by providing a variety of clerical, administrative and technical support services to internal and external clients; answering phones; scheduling appointments, interviewing internal and external clients to establish needed services: establishing and maintaining files; issuing birth and death certificates, EBT cards, and permits and licenses; and drafting and editing correspondence.

ESSENTIAL FUNCTIONS

Reasonable Accommodations Statement

To accomplish this job successfully, an individual must be able to perform, with or without reasonable accommodation, each essential function satisfactorily. Reasonable accommodation may be made to help enable qualified individuals with disabilities to perform the essential functions.

Essential Functions Statement(s)

• Timely, regular, and consistent attendance.
• Project a positive and professional image. Provide respectful customer service to external and internal clients.
• Analytical/Assessment Skills:
  • Evaluate information on applications and forms to verify completeness and accuracy.
• Communication Skills: 
  • Instruct customers in the completion of appropriate forms.
• Community Dimensions of Practice Skills: 
  • Answer questions for the public regarding program policies, procedures, regulations, birth and death records, and permitting and licensing.
• Cultural Competency Skills: 
  • Utilize appropriate methods for interacting effectively and professionally with people of all ages and from diverse cultural, socioeconomic, educational, racial, and ethnic backgrounds, sexual orientations, lifestyles and physical abilities. 
  • Awareness of the impact of programs and services to clients and the community.
• Financial Planning and Management Skills: 
  • Perform light to moderate numerical calculations involving reconciling accounts, electronic form submission; program billing and/or other applications.
  • Assist account clerks with the receipt of fees and payments. Maintain records of applications made or fees collected.
  • Comply with federal, state, and health district policies, procedures, and regulations.
  • Assist in the training of other team members.
• Leadership and System Thinking Skills: 
  • Adhere to Occupational Health and Safety and Health Administration standards relevant to job duties, such as exposure to bloodborne pathogens. 
  • Participate in professional and workforce development opportunities.
• Policy Development/Program Planning Skills: 
  • Use quality improvement (QI) and performance management (PM) processes and/or techniques to improve the effectiveness of programs and services including but not limited to creating, implementing and evaluating performance standards and identifying, implementing and assessing QI projects.
• Public Health Science Skills: 
  • Inform internal and/or external clients over the telephone, in writing or in-person of established policies, procedures, for obtaining certificates, EBT, licenses, or permits. 
  • Perform routine data entry or other office support activities, including creating, faxing, sorting, photocopying, distributing, or filing documents and mail distribution. 
  • Maintain and stock adequate supplies of forms, licenses, permits or other required materials.
• Other: 
  • Obtain heights, weights and finger stick for hemoglobin blood value.
  • Provide clerical support to other departments as needed.
  • Responsibilities include other duties as assigned including but not limited to participation in Accreditation requirements and responding to emergency events. 

POSITION QUALIFICATIONS

• Competency Statement(s)
• Diversity Oriented - Ability to work effectively with people regardless of their age, gender, race, ethnicity, religion, or job type. 
• Reliability - The trait of being dependable and trustworthy. 
• Self-Motivated - Ability to be internally inspired to perform a task to the best of one’s ability using his or her own drive or initiative. 
• Accountability - Ability to accept responsibility and account for his/her actions. 
• Responsible - Ability to be held accountable or answerable for one’s conduct. 
• Accuracy - Ability to perform work accurately and thoroughly. 
• Detail Oriented - Ability to pay attention to the minute details of a project or task. 
• Time Management - Ability to utilize the available time to organize and complete work within given deadlines. 
• Organized - Possessing the trait of being organized or following a systematic method of performing a task. 
• Loyal - The trait of feeling a duty to the employer. 
• Honesty / Integrity - Ability to be truthful and be credible in the workplace. 
• Ethical - Ability to demonstrate conduct conforming to a set of values and accepted standards.

SKILLS & ABILITIES

Education: High School Graduate or General Education Degree (GED): Required

Experience: 12 plus months of experience in administrative/clerical functions

Computer Skills: Microsoft Office required. Health District Information System (HDIS), and Virtual Intelligence Pro (VIP) to be obtained upon hire.

Certifications & Licenses: Valid driver's license.

Other Requirements: National Incident Management System (NIMS)/Incident Command System (ICS) 100, 200 and 700.a required within six months of hire.

WORK ENVIRONMENT

Professional office environment. Employees may be exposed to chemical compounds found in the office environment (e.g., toner, correction fluid, etc.).

Work-related travel may subject employees to conditions that range from inclement weather to dangerous conditions such as snow/ice, heat, noise and sudden temperature changes. Travel may subject employees to increased risk of driving hazards.

Employees in this classification may occasionally need to relate to members of the public who exhibit challenging, atypical or hostile behavior and/or communication. 

Contact Information:

For general questions regarding the position, please contact:

Evan Dillahunt

(937) 374-5620

[email protected]