This position has 2 vacancies and is not eligible for hybrid telework.
LOCATION OF POSITION
Howard County Health Department
8930 Stanford Blvd.
Columbia, MD 21045
Option 1: Office Secretary II for the Community Hygiene Program
This position provides secretarial support to the Bureau’s Assistant Director, Program Supervisor and Environmental Health Specialists in the Community Hygiene Program. Duties include screening phone calls and visitors, providing excellent customer service to all customers, preparing correspondence, reports and other documents, maintaining and updating program databases, and assisting with processing permit applications for licensed pool and spa facilities.
Receives and screens calls and visitors, referring calls to appropriate staff or taking complete messages as needed; acts as intermediary in communicating with colleagues and environmental specialists, as well as professional and business staff from external organizations; provides information to callers with respect to services, rules and procedures, and provides good customer service to all Health Department customers.
- 35% Routine Screening, Requests and Responses:
Prepares correspondence, reports and other documents (in a primary or back-up role) from rough drafts, templates or oral instructions, using a personal computer to support the clerical needs of the Program Supervisor and Environmental Health Specialists by researching and compiling answers to general correspondence and Public Information Act requests. Checks correspondence for accuracy of spelling, grammar and content. Maintains the Community Hygiene Program's filing system.
- 20% Correspondence, Reports and Other Documents:
Maintains and updates program databases for public pool and spa facilities, certified pool operators, environmental type surveys and complaints to help ensure timely responses to inquiries, information verification and program budget preparation by using established formats with general review by supervisor.
- 20% Maintain and Update Program Databases:
Composes, generates and mails out permit applications for licensed pool and spa facilities, plus types and processes pool operator cards, in a timely manner to ensure compliance with licensing requirements by following established protocols.
- 10% Applications, Certifications and Permits:
In the absence of the primary receipt individual, or in a day to day back up capacity, helps with maintaining the program / bureau daily payment processing and reports for licenses, permit and other collected fees.
- 10% Back Up Receipt Duties:
Performs other duties as assigned or as necessary, including assisting other clerical staff during lunch and/or front counter coverage, regular and timely attendance at work, plus timely submittal of all administrative paperwork.
- 5% Other Duties as Assigned:
Option 2: Office Secretary II for the Food Protection Program
This position provides secretarial support to the Bureau’s Program Supervisor, Plan Review Supervisor and Environmental Health Specialists (EHS) in the Food Protection Program. Duties include screening phone calls and visitors, providing excellent customer service to all customers, preparing correspondence, reports and other documents, maintaining and updating program databases, and assisting with processing permit applications for licensed food service facilities. This position also provides backup clerical support for the Bureau during absences of other clerical staff or dedicated times of cross coverage.
- 15% Routine Screening, Requests and Responses:
Receives and screens calls and visitors, referring calls to appropriate staff as needed; acts as intermediary in communicating with colleagues and Environmental Health Specialist (EHS), as well as professional and business staff from external organizations. Provides general information to callers with respect to services, rules and procedures to ensure timely referrals and quality customer service. Assist customers by explaining general license procedures for various food permits. Prepare and screen requested documents under the “Freedom of Information Act” for review by the Program Supervisor. Provide updated copies of all program documents and ensure that multiple copies are consistently available for customers.
- 15% Correspondence, Reports and Other Documents:
Types correspondence, reports and other documents (using a computer) to support the clerical needs of the Plan Review Supervisor, Program Supervisor and Environmental Health Specialist, by researching and compiling answers to general correspondence. Prepares correspondence, memoranda, and reports from rough drafts or oral instructions, reviews correspondence for accuracy of spelling, grammar and content. Notify program environmental staff and supervisors of appointment requests, reserves conference room for training purposes or meetings. Responsible for establishing and maintaining the filing system in accordance with the record retention policy. Accepts routine citizen or agency complaints and reports by completing relevant forms and after conferring with the program supervisor or Environmental Health Specialist, logs information into the appropriate computer database and assign to the appropriate inspector. Receive general food complaints and food-borne illness complaints. Obtain preliminary food history from food-borne illness complainants and routes caller(s) to Communicable Disease Program nursing staff.
Assists in maintaining the computer databases to increase necessary efficiency for overall program growth. Maintains and update program databases (Accela) for food facilities, inspector inspection lists, Certified Food Manager card, and food complaints to help ensure timely responses to inquiries, information verification and program budget preparation by using established formats with general review by supervisor. Assists in developing and maintaining the database for unlicensed “Excluded Organizations” serving food to the public. Develop and maintain the licensing procedure for the seasonal Special Food Service Facilities (farms) serving food to the public. Generates and reports statistical data for the monthly Health Department’s Health Stat Report and Quarterly Reports.
- 10% Maintain and Update Program Databases:
Composes, generates and mails out permit applications and all supporting licensing documents for food service facilities (permanent, farmers market and temporary), plus types and processes food service manager cards, in a timely manner to ensure compliance with licensing requirements by following established protocols. Ensure license information is kept updated and accurate with new information provided by licensee. Generates and circulates an annual listing of known festivals and public events involving temporary food service vendors for inspection by program Environmental Health Specialists.
- 50% Applications, Certifications and Permits:
Serve as a backup to staff designated to process daily money deposits. When preparing daily deposit, fees must be also documented in the cash register, and the receipt must accompany all monies. Provides receipting of checks and cash and maintaining program database listing for checks and cash payments received for licenses and permit fees. Monies are submitted to Administration’s Account Personnel daily. Track and order program supplies. Monitor and report operational difficulties with general office equipment and program equipment.
- 5% Back Up Receipt Duties:
Performs other duties as assigned or as necessary, including assisting other clerical staff, regular and timely attendance at work, and timely submittal of all administrative paperwork.
- 5% Other Duties as Assigned:
Education: Graduation from an accredited high school or possession of a high school equivalency certificate.
Experience: Two years performing secretarial or clerical work involving typing duties.
1. Additional secretarial or clerical experience may be substituted on a year-for-year basis for the required education.
2. Thirty credit hours with a major in secretarial science or office technology from an accredited college may be substituted at the rate of thirty credits for one year of experience for up to two years of the required experience.
3. Candidates may substitute U.S. Armed Forces military service experience as a non-commissioned officer in Administration classifications or Administrative, Clerical, or Office Services specialty codes in the Administrative Support field of work on a year-for-year basis for the required experience.
DESIRED OR PREFERRED QUALIFICATIONS
- Experience managing an electronic records management system
- Experience with data entry
- Experience with electronic filing
- Experience providing support to staff working remotely
- Experience with customer service in an office setting
Demonstrated ability to accurately type on a keyboard of a personal computer at a minimum of forty words per minute may be required, depending on the specific requirements of the position.
Applicants who meet the minimum (and selective) qualifications will be included in further evaluation. The evaluation may be a rating of your application based on your education, training and experience as they relate to the requirements of the position. Therefore, it is essential that you provide complete and accurate information on your application. Please report all related education, experience, dates and hours of work. Clearly indicate your college degree and major on your application, if applicable. For education obtained outside the U.S., any job offer will be contingent on the candidate providing an evaluation for equivalency by a foreign credential evaluation service prior to starting employment (and may be requested prior to interview).
Complete applications must be submitted by the closing date. Information submitted after this date will not be added.
Incorrect application forms will not be accepted. Resumes will not be accepted in lieu of a completed application.
Candidates may remain on the certified eligible list for a period of at least one year. The resulting certified eligible list for this recruitment may be used for similar positions in this or other State agencies.
Online applications are highly recommended. However, if you are unable to apply online, the paper application (and supplemental questionnaire) may be submitted to MDH, Recruitment and Selection Division, 201 W. Preston St., Room 114-B, Baltimore, MD 21201. Paper application materials must be received by 5 pm, close of business, on the closing date for the recruitment, no postmarks will be accepted.
If additional information is required, the preferred method is to upload. If you are unable to upload, please fax the requested information to 410-333-5689. Only additional materials that are required will be accepted for this recruitment. All additional information must be received by the closing date and time.
For questions regarding this recruitment, please contact the MDH Recruitment and Selection Division at 410-767-1251.
If you are having difficulty with your user account or have general questions about the online application system, please contact the MD Department of Budget and Management, Recruitment and Examination Division at 410-767-4850 or Application.Help@maryland.gov.
Appropriate accommodations for individuals with disabilities are available upon request by calling: 410-767-1251 or MD TTY Relay Service 1-800-735-2258.
We thank our Veterans for their service to our country.
People with disabilities and bilingual candidates are encouraged to apply.
As an equal opportunity employer, Maryland is committed to recruitment, retaining and promoting employees who are reflective of the State's diversity.