Program Assistant II - Vital Records (Health Department)

Job Description: Under the direction of the Supervisor, or designee, the incumbent will perform a variety of activities related to clerical support for one or multiple programs within the Health Department. This classification is also one that may be cross cutting and could be utilized in various different programs at any time. This includes all programs that have work within this classification. Work is performed under general supervision. The designee 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 handle problems and deviations in accordance with experienced judgement, instructions, policies, procedures, and/or accepted practices. Work is reviewed for accuracy and conformance to established practices and procedures. We are seeking a full-time team member to join our Vital Records Program. This position will work in person, Monday through Friday, at our fast-paced public service counter.

Primary Responsibilities: Issue birth and death certificates for the State of Washington. Accurately process payments and maintain records in compliance with state and local regulations. Provide exceptional customer service to a diverse population in a professional and courteous manner. Ensure accuracy and confidentiality in all record transactions. Successful candidate will have a strong attention to detail and commitment to accuracy, excellent time management and organizational skills, effective verbal and written communication abilities with individuals from diverse backgrounds, Accountable, adaptable, dependable, and self-motivated work ethic, and ability to work efficiently in a high-volume, fast-paced environment.

Job Duties: Examples of Work Performed: Organizes, coordinates, and manages workload exercising independent and discretionary judgment to ensure critical deadlines are met while maintaining a high level of accuracy. Evaluate section procedures, develops and revises workflows, designs and revises forms and documents, modifies and maintains database layouts to improve efficiency. Establishes and maintains files, records, electronic spreadsheets, and other information resources. Prepare, format, proofread, and edit documents including, but not limited to, brochures, newsletters, meeting minutes, correspondence, policies, legal files, reports, etc. Establish, maintain, update, and purge electronic and hard copy documents and files, databases, and logs. Generally, is the first line of customer service at a forward-facing desk. This could be checking in clients, answering questions, giving directions, etc. Compile, edit special reports; gather statistical information for reports; research records, prepare and assemble appropriate info for reports and update as needed. Compose routine or recurring correspondence based on general instructions and knowledge of subject areas for review by higher level staff. May receive, process, issue receipts, and files cash or other payments. Assist with the development of administrative support procedures. Assist with orientation of new employees to the programs. Participates in and supports emergency preparedness and response activities, including preparedness for the division, department, county, and community. Performs all the duties of the lower classification (Program Assistant I).

Associated Duties: Perform other duties as assigned. Successful Incumbents for this Position will have the: Knowledge of office management principles, methods, practices, and procedures. Knowledge of proper spelling, grammar, punctuation, and sentence structure to ensure that written materials prepared and reviewed are complete, concise, and error-free. Knowledge of personal computer principles, usage, systems, and software applicable to the position. Knowledge of the department mission, goals, and objectives to carry out assignments. Knowledge of sorting/filing techniques and records retention policies and schedules to maintain accurate records. Knowledge of confidentiality and HIPAA guidelines and practices. Skilled in interpersonal communication with a wide range of people. Skills in organization, at both personal and programmatic level. Skills in Microsoft Office Suite including Outlook, and internet. Skills in written expression using standard and business English. Skills in time management and technical oversight of office equipment. Skills in process and/or quality improvement. Ability to demonstrate a commitment to valuing diversity and contributing to an inclusive working and learning environment. Ability to provide excellent customer service to internal and external customers. Ability to utilize standard office equipment including personal computers, perform word processing, maintain data base system, and utilize personal computer. Ability to maintain accuracy and attention to detail when completing multiple assignments. Ability to provide recommendations to management and staff regarding program related issues. Ability to file both alphabetically and numerically. Ability to understand and execute oral and written instructions. Ability to express ideas and convey information effectively, both orally and in writing. Ability to manage and prioritize workload. Ability to establish and maintain effective working relationships with co-workers, supervisors, other divisions and agencies, and the general public. Ability to rotate and assist other clerical support staff in all work units within the Division and department wide. Ability to work independently and exercise initiative, judgment, and discretion, and carry out a variety of critical and time sensitive projects without detailed instructions. Ability to support the Heath Department and county's mission, vision, and organizational goals. Job Location and Equipment Utilized: The incumbent will generally work in an office setting. The noise level in the work environment is usually moderate. The incumbent may be exposed to individuals who are irate or hostile. Typical business office machinery and equipment that may be used include, but are not limited to, computers, telephone, fax, copier, calculator, projector, and cash drawers.

Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals to perform the essential functions of the position. 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 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. Frequently required to talk or hear effectively. May involve occasional kneeling, squatting, crouching, stooping, crawling, standing, bending, climbing (to stack, store or retrieve supplies or various office equipment or files). 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 the ability to communicate with others orally, face to face, video, and by telephone.

Minimum Qualifications: Skills for the position may be gained through education, certification, relevant job experience or a combination, such as: Education: Requires a high school diploma or equivalent Experience: Requires one (1) year of office clerical support experience Licenses, Certifications, and Other Information: Successful completion of a background check pursuant to RCW 43.43.830.

Additional Information: Snohomish County is an Equal Employment Opportunity (EEO) employer. Accommodations for individuals with disabilities are provided upon request. EEO policy and ADA notice If you have any questions regarding this opportunity, please reach out to SHD.HR@co.snohomish.wa.us. Job Offers are contingent on successful completion of reference and background checks. Snohomish County will not sponsor or take over sponsorship of an employment visa for this opportunity. In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States.