PURPOSE OF THE POSITION:

The purpose of this position is to perform the duties of the support staff for the Pepin County Health Department and the Board of Health. This includes acting as the primary secretary of the department and having a general knowledge of the programs and services provided. This staff person is responsible for providing program, administrative and operational support to the Health Department and assists with the implementation of initiatives and activities that promote health, prevent disease, and address the established community health improvement priorities. The work is performed under the supervision of the Director/Health Officer.

DUTIES AND REPONSIBILITIES:

This list of duties is not to be construed as all-inclusive and may be modified as need requires. Special duty assignments will occur.

1. Acts as primary secretary administrative assistant for the department.

a) Provide specialized and/or technical department and program specific information to internal and external customers over the phone, in writing, and in person.

a) Coordinate with other staff to provide phone coverage and messaging.

b) Triage requests appropriately, utilizing professional staff when needed.

c) Manage incoming and outgoing mail; Complete individual, mass, and specimen mailings as requested; maintain adequate supply of postage.

d) Maintain and operate office equipment, including cleaning and coordination of maintenance. Procurement and disposal should be documented. (Computers, copy/scan/fax/print machines, phones, scales, label maker, laminator, refrigerator/freezer, tv’s)

e) Maintain office files, supplies, educational materials, other resources, and miscellaneous inventory.

f) Manage confidential and sensitive information following the Department and County HIPAA policy and procedures; this includes storage and destruction following the Department record retention policy and procedure.

g) Maintain internal personnel files for department specific requirements such as licensing, training and other files that are considered supplemental to the employee county personnel file.

h) Maintain petty cash fund and receive payment for services and supplies, including recording of receipt or cash flow.

i) Participate in staff training, meetings and professional development as appropriate, including Pepin County required training.

j) Design, type, proof and distribute various documents (correspondence, agendas, meeting minutes, media releases, reports, brochures, letters, pamphlets, certificates, etc.).

k) Manages organization of the shared drive by suggesting folder organization and orienting new staff to filing and naming.

l) Data entry and report for agency programming and projects: CHAMP/Nightingale Notes, WIR, GAC, Forward Health, PCA Portal, WILMS, HHLPSS, Health Space, Practice Fusion, etc.

m) Assists and/or orients co-workers, as assigned and consistent with job duties.

2. Supports the Director in administering Board of Health meetings as appointed by the County Clerk.

a) Coordinate with the Director and BOH Chair to schedule meetings, post the agenda, and confirm attendance for a quorum.

b) Provide members with packets prior to the meeting while maintaining a copy of each document in a shared file for the department.

c) Coordinate remote access prior to and during the meeting. All remote meetings are recorded.

d) Record the minutes of the meeting and post to the County website along with the agendas.

3. Act as the DPH Immunization program lead in assuring the maintenance of a jurisdiction wide vaccination program.

a) Provide staff with current ACIP (Advisory Committee on Immunization Practices) recommendations.

b) Maintain updated Immunization Policy and Procedure manual as developed and distributed by the Wisconsin Immunization Program.

c) Act as the agency lead for the Wisconsin Immunization Registry (WIR) and support use in the community to assure timely and accurate data entry.

d) Maintain immunization records, paperwork, and data entry into WIR.

e) Possess knowledge of all VFC eligibility criteria, including screening and documenting at each visit.

f) Act as the coordinator for the Vaccine for Children (VFC) and Vaccine for Adults (VFA) program.

g) Establish new and maintain existing partnerships with immunization providers in the jurisdiction.

h) Assure outreach and promotion activities for high-risk individuals and families (WIC, daycares, schools).

i) Order and maintain inventory of vaccine and vaccine supplies.

j) Assure proper handling and storage, temperature monitoring and emergency procedures for vaccine.

k) Conducts monthly WIR benchmark report and shares with Director and PHN.

4. Act as the lead for the WI WINS Tobacco Control Program

a) Plans and implements public and vendor outreach annually in accordance with the contractual requirements, including social media posts, press releases, articles, and letters to the public officials.

b) Regularly updates with WI WINS dashboard with program activities.

c) Recruits and trains youth to serve as the inspection teams.

d) Coordinate with law enforcement to complete the inspections.

5. Provide support to the Reproductive Health Program

a) Ensure non-judgmental, trauma informed front desk experience for all clients

b) Assist with charts, forms, eligibility determination and other tasks as requested

6. Provide support to the Department of Ag, Trade and Consumer Protection Agent Program (DATCP)

a) Gather preliminary information regarding new establishments, changes of operator status or events with temporary operators.

b) Conducts data entry into HealthSpace.

c) Drafts and sends correspondence to facilities as directed by program lead.

d) Maintains temporary permit files and logs temporary vendors.

e) Files paperwork following visits or inspections.

7. Provide support to the Department of Natural Resources (DNR)

a) Send out sanitary surveys, compliance letters related to water samples, annual site visit paperwork and reminders of corrective action to the DNR and facilities.

8. Responsible for the management of the department website and social media platforms, assuring they are updated with the latest schedules, tools, promotional information and links.

9. Assist the Director in the collection of information, preparation, publishing and sharing of the Department annual report.

10. Perform public health emergency response duties as assigned and consistent with job classification and training provided.

11. This position may be required to work overtime hours or shifts as well as time outside of the normal working day hours.

12. Takes on special projects at the request of the Director.

Pepin County

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