Program Specialist II - Reception

at  Snohomish County

KNOWLEDGE, SKILLS AND ABILITIES:

• Knowledge of public health policies, procedures, and structure.
• Knowledge of applicable local, state, and federal laws, codes, regulations and ordinances.
• Knowledge of Washington public records act.
• Knowledge of correct English grammar, spelling, punctuation, and vocabulary.
• Knowledge of modern office practices, procedures and equipment including personal computer and word processing, multiple database and spreadsheet software.
• Skill with organizing and guiding groups toward common goals while gaining support and buy-in.
• Knowledge of principles and practices of training.
• Knowledge of effective presentation techniques to groups and individuals.
• Skilled in use of interpersonal skills using tact, patience and courtesy.
• Skilled in organization and coordination and scheduling of multiple simultaneous tasks and projects with strict deadlines, without requiring supervision/reminders.
• Skilled in positive and effective interaction with individuals of diverse cultural, social and economic backgrounds.
• Must be resourceful 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 work independently and exercise initiative, sound independent judgment and discretion.
• Ability to establish and maintain effective working relationship with co-workers, management, other employees, agencies and the general public.
• 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 actively participate as an effective team player.
• Ability to understand and follow oral and written instructions.
• Ability to meet timelines and schedules on multiple simultaneous projects.
• Ability to prepare and maintain accurate and detailed records and reports.
• Ability to read and interpret documents such as policy manuals, business periodicals, Vital Records rules/laws and technical procedures.
• Ability to respond to common inquires or complaints from co-workers, customers, external agencies or the public.
• Ability to apply common sense understanding to solve complex problems or deal with several variables in standardized situations.
• Ability to deescalate tense situations with customers and members of the public, and skilled with conflict resolution.

EDUCATION AND EXPERIENCE REQUIRED:

Education: Requires a high school diploma or equivalent.
Experience: Requires three years of clerical support experience (or 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.

WILL HAVE ADVANCED TECHNICAL ADMINISTRATIVE EXPERTISE, ABOVE AVERAGE COMPETENCY WITH COMPUTERS AND TECHNOLOGY, WRITING AND GRAMMAR SKILLS, AND ABILITY TO MAKE INDEPENDENT DECISIONS AND JUDGMENTS FOR EFFICIENT AND EFFECTIVE CUSTOMER SERVICE. THESE DUTIES REQUIRE THE INCUMBENT TO BE EXTREMELY DETAIL ORIENTED, INQUISITIVE, HIGHLY ORGANIZED, HAVE EXCELLENT TIME MANAGEMENT SKILLS, POSSESS THE ABILITY TO COORDINATE WORK WITH OTHERS, AND ASSIST IN THE DEVELOPMENT AND IMPLEMENTATION OF NEW WORKFLOWS AND PROCESSES TO IMPROVE ADMINISTRATIVE SUPPORT FUNCTIONS THROUGHOUT THE DEPARTMENTS.

This position is open until filled and is a bargaining-unit represented position with a first review date of 03/14/2024.
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.
Work is performed under limited supervision. Supervisor defines objectives, priorities, and deadlines; and assists incumbent with unusual situations which do not have clear objectives or precedents. Incumbent plans and carries out assignments and handles 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 Executive Assistant, who reviews the work for accuracy, thoroughness, and conformance to established practices and procedures.

JOB DUTIES

• As the team lead, serves as a role model who provides guidance (both verbally and in writing) and assistance to support staff on processes and rules to ensure uniformity, consistency and efficiency.
• Serves as the Chief Deputy Registrar for Vital Records. This includes, but not limited to: reviewing and interpreting laws and rules to ensure we are in compliance, represent the district at monthly calls with Department of Health, contact person for vital related vendor issues (VitalChek, Whales, EDRS, kiosks), ensures we are using current forms and guidance, creates requests for registrar appointments and resignations with DOH, ensures compliance with records management and retention schedules.
• Performs a variety of highly responsible and specialized support work for the division. Performs on a continuing basis, assignments requiring specialized skills and/or capabilities to establish and maintain operational functions.
• Apply change management processes and tools to recommend ideas, strategies, and support adoption of required administrative procedural changes.
• Assist with organization, coordination and prioritization of administrative functions throughout the division; assist with scheduling work assignments including, but not limited to: reassigning priority work to program assistants, preparing weekly support staff schedule ensuring coverage of essential duties, monitoring support staff work volume and types, identifies areas of concern to supervisor.
• Participates in interviews, assists with orientation, training and assessments of new employees in procedures, software setup and office equipment/technology within area of assignment.
• Evaluates multi-section procedures and user guides and provides drafts recommendations for revisions;
• Responsible for Environmental Health annual permit invoicing including: generating monthly anniversary invoices, verifying record accuracy, troubleshooting software issues/discrepancies, generating unpaid invoice lists, applying late fees, coordinating issuance of Health Officer orders, fees for closures, reviews all refund requests for completeness and accuracy before Finance Department processes.
• Researches open and past due invoices, documents issues/resolutions and follows up independently as needed.
• In the absence of Administrative Support Supervisor; coordinates the assignment and follow up on request for public records for the division, reviews and approves support staff leave requests and leads support staff meetings/trainings, assist with customer complaints at customer service front counter.
• Reviews and approves support staff deposits, distributes starting cash, assists support staff and finance staff with deposit issues (in person and online).
• Assists in the development of office operation procedures and protocols and recommends modifications to address better efficiency and effectiveness in the workplace.
• EH software administration via Admin privileges; Tests new processes and workflows in Staging environment to ensure success in Production environment, modifies existing fees, adds new fees, reverses incorrect invoice charges.
• Retrieves and reviews data, verifies accuracy of data, conducts analysis of data, and prepares deadline-intensive reports and makes recommendations based on trends.
• Designs, revises, formats, proofreads and edits forms and documents and creates email templates to meet efficiency and customer service goals.
• Participate in continuing education courses as appropriate to meet learning needs.
• May act as Administrative Support Staff Supervisor in supervisor’s absence.

The physical demands described below 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.
• 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