Job Description
Under the supervision of the Environmental Public Health Administrative Assistant, processes work for the Food Safety Program, the Onsite Program, and the Waste Services Program for Environmental Health. Position will assist clients at the front desk, on the phone, and over email. Clerk may contact applicants to request additional documentation or application information as needed. Clerk will help complete FOIA requests, process payments and refunds, and index documents/applications in digital database systems. Position will complete other work as assigned.This is a full-time, benefited position working at the James Street Complex located at 12251 James Street, Holland, MI. Typical working hours are Monday-Friday, 8:00 a.m. to 5:00 p.m.
Essential Job Functions
The essential functions of this position include, but are not limited to, the following:
- Provides a variety of clerical support functions for Environmental Health Services.
- Receives applications for food service operating licenses and renewals; recycling memberships; well permits for onsite water supplies; permits for installation of onsite sanitary sewage disposal systems; and other permits and licenses.
- Reviews applications and accompanying documentation to ensure completeness.
- Receives and posts permit fees and miscellaneous payments, and issues receipts to customers
- Processes Freedom of Information Act (FOIA) requests and refund requests.
- Notifies applicants who need to correct applications, provide missing information and/or submit additional required documentation.
- Prepares inspection forms for use by Environmental Health Specialists.
- Maintains permit application database, including data on fees, receipt of payments, and completion of application requests.
- Prepares permits, permit expiration notices, permit extensions and a variety of other permitting documents.
- Maintains all department hardcopy and digital filing systems, and converts hardcopy files to electronic data format.
- Provides excellent customer service to clients.
- Helps support a safe, diverse, and inclusive workplace.
- Performs other functions as assigned.
Required Education, Training and Experience
High school diploma or GED combined with some post-secondary training in business information systems, office management, business law, records management, finance or other commercial field and one year of experience in an office position requiring extensive public/customer contact, or an equivalent combination of education and experience.
Additional Requirements and Information
Required Knowledge and Skills:
- Basic knowledge of local, state and federal health codes, statutes, rules and regulations (will be acquired through on the job training and experience within the first year).
- Fast and accurate keyboarding skills and computer literacy, including good working knowledge of word processing, spreadsheet and database management applications and software.
- Excellent customer service skills with the ability to interact positively and professionally with individuals and businesses against whom enforcement actions have been initiated, staff of other agencies and entities engaged in environmental health enforcement, and members of the general public from a wide range of cultural and socio-economic backgrounds and communication skills.
- Working knowledge of office operations and standard business practices.
- Accurate mathematical skills.
- Good organizational skills and the ability to prioritize the workload.
- Good interpersonal and human relations skills with the ability to work collaboratively in a team environment.
- Good oral and written communications skills.
- Reliable and punctual.
Disclaimer: This job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee. Duties, responsibilities, and activities may change, or new ones may be assigned at any time with or without notice.
Ottawa County is an Equal Opportunity Employer.
Physical Requirements: Must be able to perform essential job functions with or without reasonable accommodations, including, but not limited to, visual and/or audiological appliances and devices.
Working Conditions: Work is generally performed in a normal office environment.
Disclaimer:This job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee. Duties, responsibilities, and activities may change, or new ones may be assigned, at any time, with or without notice.
