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ADMINISTRATIVE SPECIALIST II

Recruitment #25-001756-0022

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GRADE

11

LOCATION OF POSITION

Howard County Health Department
8930 Stanford Blvd.
Columbia, MD 21045

POSITION DUTIES

This position is assigned to the Community Hygiene Program, Bureau of Environmental Health. These duties include reviewing and prioritizing incoming electronic submissions, assigning projects to Environmental Health Specialists, and providing oversight of project workflow in the Environment Health data systems including Accela (DILP), Accella (Env. Health), and pdox to meet deadlines. Responds to Public Information Act Requests within prescribed time frame. The position will also serve as backup to the Office Secretary II positions assigned to the entire bureau. 

This position is NOT eligible for hybrid telework.

25% Monitoring of Incoming Electronic Plan Submissions
  • Monitors Department of Inspections, Licenses, and Permits (DILP) Accela task list for incoming building permit applications. Using independent judgement, reviews, prioritizes and assigns records to Environmental Health Specialists (EHS) for review and approval.  
  • Monitors pdox notifications for incoming building permit document submissions. Using independent judgement, reviews, prioritizes and assigns records to EHS for review and approval.   
  • Monitors Accela citizen portal for online application submissions. Using independent judgement, reviews, prioritizes and assigns records to EHS for review and approval. Notifies the Program Admin of any unassigned complaints or submittals.
  • Coordinates all Bureau of Environmental Health (BEH) Administrative staff to facilitate cross-program workflows including submissions through the Citizen Portal and DILP notifications of submissions.

20% Public Information Act Request (PIA) Response
  • Assist customers with routine Public Information Act (PIA) requests by securing files, answering routine questions, making copies when requested and providing appropriate forms and applications. 
  • Triages all incoming PIAs for the Bureau and monitors the requests for adherence with all state timelines and HealthStat goals.
  • Develop working knowledge of other state and county agencies responsibilities and functions in order to re-directed inquiries to the appropriate agency, in a timely manner.
  • Interprets records, maps, and inspection data to determine if available data meets customer request.
  • Secures the services of the Environmental Health Specialists and other staff for inquiries beyond the knowledge or scope of this position.
  • Arranges appropriate Community Hygiene files requested on PIA, facilitating access to public information under the Maryland Public Information Act.
  • Evaluates documents prior to completion, identifying protected health information (PHI) to ensure compliance with HIPAA regulatory standards 
  • Ensure PHI is redacted properly in compliance with HIPAA Security Rule sets national standards for the secure maintenance, transmission, and handling of PHI.

20% Community Hygiene Plan Review Administrative Support
  • Works with Community Hygiene Supervisor/staff and the Accela support position to provide data entry and record maintenance for Plan Review Records in Accela and Pdox.
  • Maintains physical and electronic Plan Review documents for retention.
  • Assist Community Hygiene customers by providing corresponding plan review requirements, via our website, documents.
  • Create and assign all new Community Hygiene Plan Review (PR) Record(s) in Accela.
  • Receive payment(s) and data entry for plan review fees and new pool license application fees.
  • Receive and input new pool facility applications, and processes leading up to the issuing of permits approval by the designated EHS staff. 
  • Inactivate old permitted facilities as new applications are received and entered.  Assign new application records to the designated EHS inspector. 

20% Coordinates Incoming Complaints and Complaint Records 
  • Receive complaints and create new complaint records and assign to EHS for review and investigation.  Ensuring that all documents are uploaded into Accela.
  • Coordinate response to incomplete complaints.

10% Community Hygiene Program Support
  • Primary Community Hygiene Program Secretary
  • Assists Program Supervisor with the preparation of monthly Health Stats
  • Assists with special assignments by the Community Hygiene Program Supervisor. Examples, pool season, high volume complaints, etc.
  • Coordinator of the well water sampling schedule and prepare response letters for water sampling results
  • Prepare response letters for incoming applications (i.e. surveys, public pools, tanning facilities, exotic birds, etc.).
  • Provides information to the public with respect to services, rules and procedures to ensure timely referrals and quality customer service.

5% Other duties 
Performs other duties as assigned or as necessary, including:
  • Special assignments by the Director and Deputy Director
  • Assisting other administrative support staff in lunch and/or front counter coverage    
  • Possess a broad understanding of HCHD services and can refer to other programs. Participates in necessary drills and exercises, responds to emergencies as appropriate, keeps abreast of policies and procedures in the program, bureau and department. Completes all required trainings. Participates in quality improvement efforts within the program.

MINIMUM QUALIFICATIONS

Education:   Graduation from an accredited high school or possession of a high school equivalency certificate.

Experience: One year of experience performing administrative staff, clerical, clerical technical, or secretarial work.

Notes:

1. Candidates may substitute 30 credit hours from an accredited college or university for the required experience.

2. Candidates may substitute U.S. Armed Forces military service experience as a non-commissioned officer involving staff work requiring regular use of independent judgment and analysis in applying and interpreting rules and regulations in accordance with agency laws and policies on a year-for-year basis for the required experience.

DESIRED OR PREFERRED QUALIFICATIONS

Desired Qualifications 
  • Experience with electronic filing (e.g. data entry, organization, cross-referencing, scanning, copying and retrieval).
  • Experience with managing an electronic records management system.
  • Experience with customer service in an office setting
  • Experience providing administrative or program support in an office setting 

SPECIAL REQUIREMENTS

Candidates may be responsible for providing their own transportation as needed to access meetings, remote locations, and job destinations as assigned.

SELECTION PROCESS

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.

BENEFITS

FURTHER INSTRUCTIONS

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.




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