SENIOR CLERK

Senior Clerk

This is specialized administrative and customer/client service work requiring the exercise of independent judgment in the application of departmental operations and procedures. This position entails a variety of complex and technical duties involving extensive data entry, computer database management, and continuous contact with the public regarding Environmental Health (EH) programs and clerical duties. This position is a full-time, in-office position and reports to the Senior Clerical Supervisor-SES.

Your specific responsibilities include:

• Performs data entry, database management, data quality control, revenue tracking, and permit/licensing printing and delivery for assigned Environmental Health program areas using Environmental Health Database and other program specific local and state databases.
• Provides assistance to coworkers as needed to ensure timely completion of work.
• Inputs and extracts data for standard and ad hoc reports, permit applications, permit billing, and issues operating permits and licenses for program coordinator/supervisor review and approval.
• Updates databases as needed.
• Monthly (or as needed) scanning and upload of program documents (permits, inspections, applications, water test results, correspondence, and other required documents) and data to appropriate servers, databases, and document imaging repositories.
• Routes physical documents to appropriate vendors for scanning and digitizing.
• Files documents as needed.
• Receives, processes, and reviews routine operating and construction permit and license applications, processes batch billing and payments for annual permit and license renewals for assigned programs areas and assists team members as needed with their assigned program areas.
• Sends, receives, processes, and reviews new operating and construction permit applications and payments as needed for accuracy and completion.
• Receives and processes appropriate payments for all programs as required per appropriate annual program schedules and for incoming construction permit applications.
• Prepares and completes individual daily cash drawer report and accounts for all revenue received.
• Logs checks, posts payments, issues official receipts, reconciles deposits and provides timely submission of all related and relevant information and documentation to Fiscal office after supervisor review.
• Checks daily (or as required) Sarasota County Building Permit Tracking System (aka AMANDA) and compiles work orders and packages, schedules inspections, retrieves files, updates permit status and routes documentation/information to appropriate program coordinator and field staff.
• Provides Environmental Health Database and WMIS (Water Management Information System) administrative back-up and support.
• Independently performs general clerical and staff assistant duties for Environmental Health according to standard office procedures and protocols and current DOH (Department of Health) policies.
• Provides general receptionist duties and front desk coverage and provides service to walk-in clients and customers for all Environmental Health programs.
• Receives and places calls (including main North County Environmental Health phone line 861-6133) and provides information as appropriate according to established agency/office policy and procedure as needed and works closely with coworkers to ensure all incoming phone calls are answered by the fourth ring.
• Checks voicemail messages left on assigned desk phone and on main Environmental Health phone at least twice daily.
• Functions as an attentive and helpful team member with front-office co-workers to ensure superior and seamless client and customer service.
• Screens and routes incoming phone calls to appropriate supervisory and/or field staff.
• Prepares and types rough drafts, revisions and finished copies of all types of correspondence, memoranda, reports, manuals and enforcement documentation.
• Reviews finished copy for typewritten and grammatical errors with a high level of accuracy.
• Maintains log of reported cases of food-borne illness; forward reports to regulating authority and program coordinator and regional/local epidemiologists.
• Serves as back-up for scheduling and revenue collection of Public Swimming Pool and Spa Technician examinations.
• Provides assistance to the public/walk-in clients for biomedical waste/sharps containers (needle disposal program).
• Accepts containers from clients, assembles new containers, and properly places used containers in appropriate biomedical waste disposal receptacles.
• Maintains biomedical waste manifest logbook.
• Retrieves, screens, and distributes incoming mail to appropriate recipients.
• Schedules meetings, conferences and appointments, making necessary arrangements for place and time.
• Willingly serves as backup for other Environmental Health clerical team staff upon request.
• Miscellaneous Activities Attends team meetings, Health Department staff meetings and participates in staff development activities when appropriate.
• Maintains client confidentiality in a manner consistent with Florida Statutes and DOH policy.
• Performs related duties as necessary with adjustable scheduling.
• Participates in emergency duty activities including drills and activations.
• Other duties as assigned including providing support for all Environmental Health programs as assigned by Environmental Health Director/Designee.

Required Knowledge, Skills, and Abilities:

• Basic knowledge of Microsoft Office applications including Outlook, Excel, Word, and TEAMS
• Ability to use office equipment including copy machine, scanner, digitizing documents, etc.
• Ability to operate a phone switchboard including multi-line phone system, transferring calls

Qualifications:

• Minimum – Valid driver's license
• 1 – 3 years of cashier experience collecting money, balancing deposits, and using a credit card machine
• Preferred – Experience working with a multi-line phone system and routing calls
• Experience with multiple databases and software programs

Location: R.L. Anderson Administrative Building 4000 Tamiami Trail S. Venice, FL 34293