Office Specialist - Immunizations - Health Department

Salt Lake County; Union Square (UT); On-site; USD 38,000 - 50,000; Full time

Benefits offered by this job

12 Holidays

24 vacation days

12 sick days

Personal day

County health benefits

Dental and Vision coverage

Health Savings account

Job summary

Salt Lake County is seeking a customer-focused Administrative Support role to assist the Immunization Program. The position handles first contact with customers in person and by phone, providing information and scheduling support—ultimately ensuring smooth clinic operations.

Office duties include filing, data entry, and general administrative tasks. A background check and vaccination proof may be required, with a standard 4x10 workweek schedule across county clinics.

Qualifications

• One (1) year of closely related experience directly related to these duties.
• Preference may be given to bilingual English/Spanish speakers.
• Background check including fingerprinting is required.
• Proof of vaccination may be required.

Responsibilities

• Answers phone calls and greets visitors; relays calls and messages.
• Performs customer service functions; provides assistance regarding department/division services.
• Assists with scheduling meetings and events; prepares materials and takes minutes.
• Processes monetary vouchers, certificates, and permits per policy; records transactions.
• Maintains filing systems; purges and archives confidential documents.
• Receives deliveries and stamps documents for distribution.
• Provides information to the public regarding Division procedures; assists customers with data gathering.
• Learns and uses office software; operates standard office equipment.

Skills

Customer service

Office software

Data entry

English communication

Teamwork

Written documents

Record keeping

Independent work

Job description

Job Description

Salt Lake County…A career with a purpose in the community you love!

Salt Lake County invites you to explore our exciting career opportunities. We seek highly enthusiastic individuals to enrich our County with your experience and talent. If you enjoy working in a team environment that is committed to changing the lives of its community, please keep reading.

What it is like to work here:

At Salt Lake County our culture is woven into all aspects of our work and our employees’ lives, from the way we treat each other to the way we support the community. To promote and foster a fun and healthy work environment, we appreciate employees through great benefits, a healthy work life balance and room to grow and develop.

Surround yourself with:

Peers who are motivated to make a difference in the lives of those we serve. We serve Salt Lake County and envision a safe and beautiful place for all to live, work and have fun. Salt Lake County is about connecting people and championing our community. Community is more than a place….its our heart and service that bring us together.

We encourage a work life balance:

Working for Salt Lake County is more than just a paycheck. A career with /Salt Lake County includes several benefits and perks. We support our employees with 12 Holidays, up to 24 vacation days, 12 sick days and one personal day every year.

Additional Benefits include:

• Retirement options for hybrid pension/401(k) or 401(k) only with a 10% contribution
• Medical coverage including a 100% county paid premium option-Dental and Vision coverage including coverage for adult designees
• Health Savings account with a county contribution up to $1200/year, Flexible Spending Account
• 100% county-paid Long-Term Disability and Short-Term Disability option
• Professional Development including professional membership fees paid
• Tuition Reimbursement
• Plus: Onsite medical clinic, childcare and gym; hospital insurance, pet insurance auto and home insurance and discounts at County facilities.

JOB SUMMARY

Provides customer service and immunization program support. Serves as the initial contact for customers, both in person and over the phone for Immunization-related information.

MINIMUM QUALIFICATIONS

One (1) year of closely related experience directly related to these duties.

Preference may be given to applicants bilingual in English and Spanish, and requires reading, writing, and speaking both English and Spanish fluently without the use of a translation app or program.

Due to the nature of this position, the successful applicant must pass a required background check through fingerprinting and enrollment in the continuous RAP Back (Record of Arrest and Prosecution Back) program in accordance with current County Human Resources policy requirements.

Due to the nature of this role, proof of vaccination may be required.

ESSENTIAL FUNCTIONS

• Answers phone calls and greets visitors; relays calls and messages to the appropriate person.
• Performs customer service functions; provides assistance regarding department/division services and information. Maintains office coverage during all business hours.
• Assists with scheduling meetings and functions including meeting preparation, correspondence, material distribution, client registration, and client appointment reminders. Records meeting minutes.
• Processes and issues monetary vouchers, certificates, and/or permits according to policy and procedures. Records transactions and issues receipts; forwards revenues and reconciles transactions according to policy and procedures.
• Provides general office support to the Division.
• Establishes and maintains accurate agency filing systems including purging and destroying/archiving confidential or obsolete documents according to policies and procedures.
• Receives incoming deliveries and documents, providing an accurate date stamp prior to distribution to the appropriate division or person.
• Provides detailed information to the public regarding Division procedures.
• Accepts Division-specific documents, assists customers in data gathering, and reviews late appeal criteria with customers.
• Analyzes and maintains program reports, logs, and lists. Types and proofreads documents and makes appropriate corrections.
• Supports office functions effectively utilizing computers and software.

KNOWLEDGE, SKILLS AND ABILITIES (KSA)

Knowledge of:

• Basic arithmetic calculations
• Modern office practices and procedures

Skills and Abilities to:

• Work with computer software related to job-specific duties
• Operate standard office equipment
• Produce written documents, forms, and charts
• Communicate effectively in English both verbally and in writing
• Perform excellent customer service and work cooperatively within a team environment
• Create and maintain records, files, and reports
• Understand and follow broad objectives and instructions
• Gather and condense relevant and useful information
• Work with minimum supervision and act independently

Additional Information

IMPORTANT INFORMATION REGARDING THIS POSITION

This position works four 10-hour shifts per week, 7:30AM to 6:00PM.

Salt Lake Public Health Clinic, Southeast Public Health Clinic, and Ellis R. Shipp Public Health Clinic: Monday through Thursday

South Main Public Health Clinic, South Redwood Public Health Clinic: Tuesday through Friday

Occasionally, schedules may shift to help provide coverage at the other clinic. For example, staff assigned to the Monday–Thursday clinic may be asked to work a Friday shift when coverage is needed, and staff assigned to the Tuesday–Friday clinic may occasionally work a Monday shift.

WORKING CONDITIONS AND PHYSICAL REQUIREMENTS

The ability to perform essential physical requirements such as lifting, walking, sitting, kneeling, or bending.