Program Assistant Jobs in Montana (NOW HIRING)

POSITION OVERVIEW This position is located in the Environmental Health office of the Gallatin City-County Health Department. Position will provide environmental health program assistance to members of the public and program-specific staff and performs core administrative functions. Position reports directly to the Deputy Environmental Health Services Director for Administration and Enforcement and does not supervise other employees.

Each duty listed below makes up at least 10% of the job, and all other functions are included in Other Duties as Assigned. All duties below are essential functions unless otherwise indicated. Program Assistance and Office Operations Explains department and applicable State review processes and application requirements to members of the public in response to general and specific inquiries.

Refers complicated or complex questions or situations to program-specific staff. Conducts initial examination of applications to ensure general completeness and compliance with applicable procedures prior to acceptance and program-specific staff review. Assists members of the public in records research by phone, email and at the counter.

This includes researching, locating, and retrieving specific documents and plans for the public. Accepts, processes and distributes incoming and outgoing correspondence and applications and tracks applications in appropriate database. This includes accurately filing Department records.

Assists with Environmental Health Services financial duties including preparing invoices, accepting payments and posting deposits. Facilitates maintenance requests and schedules routine maintenance for health department motor pool vehicles. Provides technical assistance and community outreach for special projects and other programs as needed within the department.

Other Duties as Assigned Perform a variety of other duties as assigned by supervisor. This includes coordinating special projects, system analysis, attending meetings and special events, and attending continuing education and training as required. If the County Commission proclaims a local emergency due to an actual or threatened disaster such as an earthquake, fire, riot, flood, etc., County employees may be required to provide services during the emergency and for a subsequent period of assessment and recovery

QUALIFICATIONS This work requires computer and data entry skills (Word, Excel, PowerPoint, and specialized programs); knowledge of data and records management; excellent skills in grammar and spelling; proficient written and verbal communication skills; ability to prioritize tasks according to deadlines, work independently and follow instructions; ability to multitask and seek appropriate guidance when needed; ability to schedule meetings, reserve rooms, acquisition of supplies as needed and the ability to maintain confidentiality. This position requires experience working in an office setting that includes trips to other departments to conduct administrative work. Must possess self-initiative but be able to work as part of a team.

Position also requires customer services standards with a high-level of skill in dealing with the public, sometimes under stressful situations and must be able to perform highly detailed work with constant interruptions and concurrent tasks. Competencies/Knowledge-Skills-Abilities (KSA's) A. Public Health Tier: 1 - Frontline employee B.

Organizational Competencies All GCCHD employees are expected to ensure that Gallatin County is protected from disease and other public health threats, and to empower others to live healthier, safer lives. In addition, all GCCHD employees are expected to meet specified competencies in the following areas including the guiding principles, mission, and vision of the most current strategic plan. Continuous Quality Improvement - Actively participates, accepts, and engages in the pursuit of departmental and programmatic improvement in everyday activities as well quality improvement projects independently and as instructed by supervisor.

Inclusion - Effectively interacts with all clients, customers, partners, and co-workers with conscious regard for equality, equity, cultural sensitivity, and respect. Team Building - Works effectively with other employees, maintains a positive attitude and contributes to the overall success of the department. Communication - Communicates openly and honestly.

Is willing to share information and ideas. Helps to define goals and objectives. Is cordial in dealing with others.

Reliability - Is dependable and completes assignments on time and within established quality standards. Arrives at work on time and is ready to perform their duties. Organization - Manages workload effectively and is able to prioritize assignments appropriately as well as to plan for future demands.

Integrity - Is honest and trustworthy in dealing with others and providing value as a public servant. Motivation - Strives for excellence seeks growth as an employee and maintains an interest in continuous improvement. Productivity - Maintains a workload that is at or above acceptable standards for his/her position and delivers work products of good quality.

Purpose - Works towards achieving the department's Mission and Vision through the conscious consideration and utilization of the guiding principles as detailed within the current Strategic Plan. C. Job Specific Competencies: Descriptions of each competency can be found at: http://www.phf.org/resourcestools/Pages/Competency_Assessments_For_Public_Health_Professionals.aspx Analytical/Assessment Skills 1A4: Uses information technology in accessing, collecting, analyzing, using and maintaining and disseminating data and information

1A5: Selects valid and reliable data. 1A14: Describes how evidence (e.g. data, findings reported in peer-reviewed literature) is used in decision-making

Policy Development/Program Planning Skills 2A1: Contributes to state/Tribal/community health improvement planning (e.g. providing data to supplement community health assessments, communicating observations). 2A2: Contribute to development of program goals and objectives

2A4: Contributes to implementation of organizational strategic plan. 2A5: Identifies current trends (e.g. health, fiscal, social, political, environmental) affecting the health of a community

2A6: Gathers information that can inform options for policies, programs and services (e.g. data use policies, food safety programs). 2A8: Implements policies, programs, and services

2A11: Applies strategies for continuous quality improvement. 2B13: Uses public health informatics in developing, implementing, evaluating and improving policies, programs and services (e.g. integrated data systems, electronic reporting, geographic information systems)

Communication Skills 3A1: Identifies the literacy of populations served (e.g. ability to obtain, interpret, and use health and other information) 3A2: Communicates in writing and orally with linguistic and cultural proficiency (e.g. incorporating images)

3A5: Convey data and information to professionals and the public using a variety of approaches (e.g., reports, presentations, email, letters, press releases) 3A8: Describes the roles of governmental public health, health care and other partners in improving the health of a community. Cultural Competency Skills 4A1: Describe the concept of diversity as it applies to individuals and populations (e.g., language, culture, values, socioeconomic status, geography, education, race, gender, age, ethnicity, sexual orientation, profession, religious affiliation, mental and physical abilities, historical experiences) 4A3: Describes the ways diversity may influence policies, programs, services, and the health of a community 4A4: Recognizes the contribution of diverse perspectives in developing, implementing, and evaluating policies, programs, and services that affect the health of a community 4A5: Addresses the diversity of individuals and populations when implementing policies, programs, and services that affect the health of a community Community Dimensions of Practice Skills 5A1: Describes the programs and services provided by governmental and non-governmental organizations to improve the health of a community 5A4: Supports relationships to improve health in a community (e.g., partnerships with organizations serving the same population, academic institutions, policy makers, customers/clients, and others) 5A7: Provides input for developing, implementing, evaluating, and improving policies, programs and services. 5A9: Informs the public about policies, programs and resources that improve health in a community

Public Health Sciences Skills 6A2: Identifies prominent events in the history of public health(e.g., smallpox eradication, development of vaccinations, infectious disease control, safe drinking water, emphasis on hygiene and hand washing, access to health care for people with disabilities) 6A3: Describes how public health sciences (e.g., biostatistics, epidemiology, environmental health sciences, health services administration, social and behavioral sciences, and public health informatics) are used in the delivery of the 10 Essential Public Health Services 6B7: Use evidence in developing, implementing, evaluating, and improving policies, programs, and services Financial Planning and Management Skills 7A2: Describes government agencies with authority to impact the health of a community 7A10: Describes how teams help achieve program and organizational goals (e.g. the value of different disciplines, sectors, skills, experiences, perspective, scope of work) 7A11: Motivates colleagues for the purpose of achieving program and organizational goals (e.g. participating in teams, encouraging sharing of ideas, respecting different points of view) Motivate personnel for the purpose of achieving program and organizational goals (e.g., participating in teams, encouraging sharing of ideas, respecting different points of view) 7A14: Use performance management systems for program and organizational improvement (e.g., achieving performance objectives and targets, increasing efficiency, refining processes, meeting Healthy People objectives, sustaining accreditation) Leadership and Systems Thinking Skills 8A6: Describes needs for professional development opportunities (e.g

training, mentoring, peer advising, coaching) 8A7: Participates in professional development opportunities. 8A8: Describes the impact of changes (e.g. social, political, economic, scientific) on organizational practices 8A9: Describes ways to improve individual and program performance EDUCATION & EXPERIENCE The required knowledge, skills, and abilities typically acquired through a combination of education and experience equivalent to one year of job-related vocational training plus one or two years related work experience

SUPPLEMENTAL INFORMATION Applicants for this position must possess a valid driver's license issued by the state of Montana, provide own transportation to conduct out of office job duties (mileage reimbursement provided under the County policy), and to be insurable under the County's liability policies. As a condition of hire, the final candidate will be required to successfully pass a criminal history check and background investigation. Please be prepared to attach the following documents when you submit your application materials: cover letter resume three work references.

Gallatin County is an equal opportunity employer. All applicants will be considered for employment on the basis of merit and qualifications without regard to race, creed, religion, color, or national origin or because of age, physical or mental disability, marital status, or sex when the reasonable demands of the position do not require an age, physical or mental disability, marital status, or sex distinction.