Agency Support

Under general supervision, utilizes in-depth knowledge of clerical support processes and policies for multiple programs to provide advanced clerical support, and serve as resource to co-workers and supervisor. Performs general office duties including responding to inquiries and needs, greeting and directing visitors, and answering telephone calls. Performs clerical support for assigned public health programs and services which requires collecting, verifying, entering, and scanning information and documents into electronic health record or database. Maintains files and records, and ensures confidentiality, integrity and accuracy according to established policies and standards.

• Organizes and monitors clerical support activities and results for multiple programs in assigned office. Assumes responsibility for accuracy and timeliness in assigned programs utilizing in depth knowledge of processes and policies.
• Supports training of new co-workers and staff in use and proper application of databases, manuals, and office equipment and software.
• Serves as resource to supervisor and others in identifying and resolving issues and problems with work processes or customer or staff relations. Keeps supervisor apprised of issues or concerns.
• Performs clerical support for assigned programs and services which could include:

a. Collecting and verifying customer information, and entering or scanning into electronic health record (EHR.) Ensures entries are complete, accurate and timely.

b. Assembling forms and verifying insurance for scheduled clinic appointments.

c. Entering or scanning encounter information into EHR accurately to facilitate proper billing.

d. Entering applications, permits, licenses and other information into environmental health database.

e. Retrieving and distributing information from databases and files to appropriate staff or authorized external contacts.

f. Scheduling appointments in accordance with established policies and procedures.

g. Collecting and receipting payments, balancing cash reports, preparing daily and weekly cash reports and deposits.

• Performs general office duties which involve:

a. Providing general reception including greeting and directing visitors, answering telephones, and responding to inquiries and forwarding calls.

b. Maintaining office files and records and ensuring confidentiality and integrity of information.

c. Sorting and distributing mail, and applying postage to outgoing mail.

d. Copying, collating, and distributing documents and materials.

e. Ordering and organizing approved inventory of office supplies.

• Opens building entrances and office at start of work day, and turns on lights and equipment. Secures and locks office at end of day.
• Updates office calendar and upcoming appointments and coordinate work and time-off schedules with co-workers. Notifies supervisor of unplanned absences and submits leave requests according to established procedures.  
• Performs other duties and responsibilities as necessary in response to emergencies, workloads or staffing shortages. Works flexible hours as needed.
• May provide front desk coverage at other locations as needed.
• May complete special projects such as data compiling and entry, filing, mailing, copying, and so forth as requested.
• May assist in organizing and scheduling office events and meetings.
• May serve as point of contact with county or contract maintenance or cleaning to process work orders or resolve problems or concerns.
• May be assigned on-call to respond to notifications of vaccine refrigerator failures.
• Maintains up-to-date vaccines including flu (influenza,) in accordance with CDC guidelines: Recommended Vaccines for Healthcare Workers.