Program Support Associate II: Public Health

Job Description

Are you passionate about making a difference in people’s lives? Would you like to work in a compassionate, non-judgmental, and culturally inclusive environment? Look no further! The St. Croix County Public Health Department is currently seeking an organized individual to join our dedicated Women, Infants, and Children (WIC) team for 16 hours per week. This 0.40 FTE position has varied job duties including some clerical work, obtaining height, weight, and lab measurements for women and children in the WIC program, and community outreach opportunities to partners and potential WIC clients cross the country.

Bi-lingual applicants encouraged to apply!

ESSENTIAL FUNCTIONS:
The following duties are normal for this position. These are not to be construed as exclusive or all-inclusive. To perform this job successfully, an individual must be able to perform each duty satisfactorily. Other duties may be required and assigned.

The allocation of duties for this position will be dependent upon department need. Employees may primarily support one program and/or assist with other programs as designated. Duties will be assigned accordingly.

GENERAL PROGRAM

• Serves as receptionist for incoming calls, emails, and visitors to the Department; assists them or gets them in contact with appropriate staff, schedules appointments and provides resources information when able.
• Links the public to resources and services addressing their access to care and health factor needs.
• Performs general clerical duties such as typing, filing, indexing, making photocopies, faxing/emailing correspondence, and UPS mail preparation.
• Updates and maintains department files, records, plans, mailing lists and other related documents.
• Prepares and processes requisitions, invoices, payment vouchers, and bills. Assists with grants documentation, year-end audits, and division reports. Prepares monthly, quarterly, or year-end statements, financial records, and related reports for Supervisor.
• Maintains department inventory, orders office, medical and other program supplies.
• Prepares public resources materials for use by the Department.
• Coordinates maintenance of medical equipment as required.
• Assists with various programs with administrative type support duties.
• Assists with the operation and troubleshooting of office hardware and computer software as needed.
• Assists with planning/scheduling of local meetings, clinic dates, trainings, and coalitions; maintains calendar, plans activities, and events.
• Updates Public Health policies and procedures.
• Participates in strategic planning, the performance management system including quality improvement, workforce development, emergency preparedness, community health needs assessment, and community health improvement planning as assigned.
• Other duties as assigned.

LPN DUTIES

• Administers vaccinations and TB skin tests. Educate clients and answer questions on vaccine schedules and side effects; schedules clients, completes required documentation; enters vaccinations records both electronically and manually into the Wisconsin Immunization Registry.
• Orders vaccine and vaccine supplies; monitors expiration dates; maintains temperature log of vaccine refrigerator and freezer.
• Screens clients for health benefits eligibility. Submits billing to 3rd party payors for services. Collects fees from private pay clients. Follow ups on unpaid claims.
• Obtains data including height, weight, hemoglobin, and blood levels from program participants. Responsible for appropriate and timely shipment of outside lab specimens. Runs controls/audits as required.
• Participates in school-based vaccination clinics, employee flu clinics and community-based clinics as needed. Assists in the preparation and transporting supplies.
• Prepares and maintains confidential client health records.
• Tracks medication/vaccine inventory for recalls.
• Coordinates maintenance of medical equipment as required. Primary internal support for software programs used by the division. This includes electronic health records, immunization registries, databases, statewide and local portals. Contacts appropriate vendor support staff as needed.

WIC PROGRAM

• Prepares WIC clinic schedules, schedules WIC clients, determines WIC eligibility, collects intake data, sends reminders to the clients, sets up in person clinics, and coordinates WIC appointments with other services in the role of WIC Clerk.
• Collects anthropometrics and bloodwork from WIC clients. Conducts lead and hemoglobin testing on blood samples. Records test in client records and for billing.
• Conducts the quality assurance audits on program laboratory equipment; completes documentation of audits and monitoring of the equipment; and cleans the equipment. Maintains the inventory of specimen collection kits and controls.
• Conducts community outreach to partners and potential new WIC clients from referrals.
• Inputs data, records, and notes into state web-based platform system and as needed electronic health record system.
• Maintains and updates program resources, typing, filing, faxing, inventory control, ordering, emailing, shipping lab specimens, and mailing.
• Completes duties of the Fit Families program including planning; updating progress of clients; providing gift incentives; and completing monthly newsletters and challenges.
• Counsels and educates WIC clients on breastfeeding information via home visits, clinic visits, phone calls, and text messages. Provides weight checks and conducts breastfeeding assessment. Any issues that fall outside the scope, serving as a breastfeeding peer counselor, are referred to WIC breastfeeding coordinator, Public Health nurse(s), or recommend contact with their medical provider.
• Participates in coalitions or committees providing leadership on public health priorities.
• Completes state audit compliance checks of the local WIC vendors and Farmers Markets, reviews the results, and provides education and training on any identified issues. Enrolls new WIC venders and Farmers Markets. Develops and maintains WIC vendor and Farmers Market resources.
• Other duties as assigned.

REPRODUCTIVE HEALTH PROGRAM

• Handles confidential health information and gathers sensitive information from clients.
• Determines client eligibility for program services/health benefits. Enrolls clients and schedules appointments.
• Processes clinic intake forms, sets up new clients, uploads scanned documents, and updates client records within the electronic health record system. Implements changes to the electronic health records system.
• Processes the release of medical records and communicate with other clinics for client continuity of care and referrals. Faxes or mails confidential communication to clients.
• Processes prescription refills, verifies pay source, and dispenses pharmacy supplies as directed.
• Prepares and ships time-sensitive specimen samples for testing.
• Manages the clinical and pharmacy supplies, inventory control, completes cost comparisons of vendors, purchasing, and tracks medication inventory in the case of recalls.
• Attends state required meetings, state trainings, and participates in state committees to ensures that the reproductive health program is meeting requirements.
• Sets up and cleans rooms in between clients. Sets up for procedures, colposcopies, autoclave, and prepares the procedure packs.
• Rooms clients for Reproductive Health and collects anthropometrics, bloodwork, and urine.
• Provides routine cleaning and maintenance on the autoclave and microscope. Conducts testing on controls on new lots of HIV tests, pregnancy tests, lead kits, and urine analysis.
• Enters and tracks financial data for accounts payable of the program expenditures including cost coding and entering vendor information. Bills and tracks financial data for accounts receivable of client services. This includes maintaining electronic billing portal, submitting to third party payors, collects fee from private pay bases on sliding fee scale, and follow up of unpaid accounts.
• Serves as the point of contact for WI DHS program personnel and partners for the reproductive health program. Compiles and verifies data for state grants and department reports. Assist with program audits; grant application processes; and gathers data and assists with the state required program cost analysis.
• Determines if it is necessary to collect for a UA, pregnancy test, and STI and communicates with the nurse practitioner on tests run and further testing that is needed.
• Assists with IUD and Colposcopy procedures and troubleshoots Colposcopy equipment and data/picture collection.
• Implements and conducts community outreach to provide education and increase access to testing in the community. Coordinates with community partners to provide testing events in the community.
• Other duties as assigned.

IMMUNIZATION PROGRAM

• Coordinates immunization program activities working with the Public Health Nurses.
• Schedules the immunization appointments, verifies payment sources, and serves as the registration/check in at clinics.
• Enters immunization records into Wisconsin Immunization Registry (WIR).
• Manages the vaccine inventory including ordering vaccine and orders other immunization supplies.
• Monitors, documents, and maintains vaccine storage equipment.
• Screens clients for health benefits eligibility. Submits billing to 3rd party payors for services. Collects fees from private pay clients. Follow ups on unpaid claims. Generates invoices for immunization billing for Medicare and Medicaid.
• Reviews and updates immunization policies and procedures manuals.
• Prepares the immunization program and participates in the state immunization program audits.
• Participates in school-based vaccination clinics, employee flu clinics and community-based clinics as needed. Assists in the preparation and transporting supplies.
• Serves as a Coordinator within WIR, a main contact person for the state, performing duties that includes serving as the administrator of users, sites, and clinicians; inventory control; assigning roles of users, and running reports.
• Participates in the St. Croix Valley Immunization Coalition providing leadership with community partners promoting vaccination.
• Other duties as assigned.

COMMUNICABLE DISEASE PROGRAM

• Monitors the disease surveillance system and assigns reportable diseases to the nurse.
• Assists the Public Health Nurses with notification and disease investigation of communicable diseases.
• Other duties as assigned.

ENVIRONMENTAL HEALTH PROGRAM

• Provides office support for the environmental health department including fulfilling record and information requests, monitoring inbox and calendar, creating newsletters, and taking meeting minutes.
• Assists in maintaining the environmental health web page including education, resources, permit applications, and plan review forms.
• Monitors the department supplies including, but not limited to, radon test kits, water sample bottles, and water testing kits for the public; orders new inventory as needed.
• Assists and conducts routine, licensing, and follow-up inspections of facilities under state agent contracts to ensure compliance with local and state requirements providing education and taking appropriate enforcement action.
• Processes permit applications and training course exams answering questions and providing resources. Informs unlicensed operators of the code requirements and assists them in obtaining permits.
• Assists with the enforcement of St. Croix County animal quarantine orders working with animal owners; victims; local and state veterinarian(s); animal control officers; and law enforcement. Maintains accurate records of animal bites and potential rabies exposures; packages and submits specimens for rabies testing; and based on state guidance makes recommendations on rabies prophylaxis.
• Assists in the response and investigation of environmental health complaints coordinating with other applicable partners.
• Collects facility water samples, records results, and reports results to operators informing them of any required follow-up. Tracks due dates for compliance issues and seasonal well start-up procedures. Collects beach water samples, informs beach operators of testing results, and issues beach advisory or closure.
• Other duties as assigned.

KNOWLEDGE, SKILLS AND ABILITIES

• Knowledge of the WIR System.
• Knowledge of NIMS and ICS protocols (LPN).
• Knowledge of health equity, social determinates of health, public health ethics, and the public health core competencies.
• General knowledge of programs including general Public Health, WIC (Women, Infant, and Children), Environmental Health, Reproductive Health, etc.
• General knowledge of community resources.
• General knowledge of standard office procedures, practices, equipment and office assistance techniques.
• Knowledge of the County and department programs and policies.
• Knowledge of the use of a multi-line telephone system.
• Ability to read and understand basic County and State policies and procedure of limited scope and difficulty.
• Ability to type accurately at a reasonable rate of speed.
• Ability to operate standard office equipment and perform word processing and/or data entry.
• General knowledge of current office practices and procedures and knowledge of the operation of standard office equipment and software.
• Ability to work the allocated hours of the position.

LANGUAGE SKILLS

• Ability to communicate effectively with other members of the staff, supervisor, and the public.
• Ability to communicate clearly and concisely in both written and verbal form.
• Must be proficient in workplace English and spelling.
• Ability to read County policies and procedures; written instructions, general correspondence; SDS sheets, safety manuals, maps, etc.

MATHEMATICAL SKILLS

• Ability to calculate mathematical calculations.

REASONING ABILITY

• Ability to understand and effectively carry out verbal and written instructions.
• Ability to develop, interpret and implement local policies and procedures; written instructions, general correspondence; Federal, State, and local regulations.
• Ability to define problems and deal with a variety of situations.
• Ability to think quickly, maintain self-control, and adapt to stressful situations.
• Ability to maintain discretion regarding business-related files, reports and conversations, within the provision of open records law and other applicable State and Federal Statutes and Regulations.
• Organizational and time management skills needed to meet deadlines.
• Must have ability to work accurately with attention to detail.
• Ability to maintain confidentiality.
• Ability to prepare and maintain accurate and concise records and reports.
• Ability to analyze facts and to exercise sound judgment in arriving at conclusions.

PHYSICAL AND WORK ENVIRONMENT:
The physical and work environment characteristics described in this description are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions or as otherwise required by law. Employees needing reasonable accommodation should discuss the request with the employee’s supervisor.

PHYSICAL REQUIREMENTS

• This work requires the occasional exertion of up to 10 pounds of force; work regularly requires sitting, frequently requires standing, speaking or hearing, using hands to finger, handle or feel and repetitive motions and occasionally requires walking, stooping, kneeling, crouching or crawling and reaching with hands and arms.
• Work has standard vision requirements.
• Vocal communication is required for expressing or exchanging ideas by means of the spoken word.
• Hearing is required to perceive information at normal spoken word levels.
• Work requires preparing and analyzing written or computer data, using measuring devices, operating machines, operating motor vehicles or equipment and observing general surroundings and activities.
• Work frequently requires exposure to blood borne pathogens and may be required to wear specialized personal protective equipment.
• Work is generally in a moderately noisy location (e.g., business office, light traffic).

WORK ENVIRONMENT

• Work is primarily in an office setting. May include some travel to remote work sites within the county.

MINIMUM QUALIFICATIONS:

EDUCATION AND/OR EXPERIENCE REQUIREMENTS

Program Support Associate II:

• Associate degree in public health, health sciences, environmental health, or other closely related field AND at least two (2) years’ work experience in an office setting, preferably health related; OR high school diploma/equivalent and four (4) years’ related work experience.
• Certified Nursing Assistant or Certified Medical Assistant preferred, but not required.
• Must successfully pass criminal and caregiver background checks.

Program Support Associate II/LPN:

• Practical nursing diploma from a nursing program accredited by a professional nursing accrediting organization.
• Two (2) years recent work experience in an office setting, preferably health related.
• Currently licensed in Wisconsin to practice as a Licensed Practical Nurse. Previous experience as an LPN preferred.
• Must successfully pass criminal and caregiver background checks.

Full Wage Range: $20.55 – $27.66
Expected Wage Range: $20.55 – $23.02
FTE: 0.40 FTE
Department: Health and Human Services – Public Health

St. Croix County is an equal opportunity employer and is committed to providing a workplace free from harassment and discrimination. We take affirmative action to ensure equal opportunity for all applicants without regard to an individual’s race, color, age, religion, sex, sexual orientation, national origin, gender identity, disability, marital status, veteran status, or other legally protected characteristics.