Job Description

The Eau Claire City-County Health Department has an opportunity for a full-time Program Specialist in the Healthy Beginnings Division, specifically for our multi-jurisdictional Nurse-Family Partnership Program. The Healthy Beginnings Division works to support families, especially maternal and child health, by facilitating a wide variety of programs and services. Nurse-Family Partnership is an evidence-based home visitation program that positively impacts and transforms the lives of mothers and their babies.

In this position, you would be joining an accredited health department with a wide variety of programs and a collaborative agency where every employee plays a role in promoting and protecting the health and safety of the people in our community. You can visit https://thinkeauclaire.com/ to learn about this area and find us on Facebook at www.facebook.com/eauclairehealth.

As a Program Specialist, your primary duties will include: 

• Record keeping, data entry, and reporting to multiple sources according to grant and confidentiality requirements;
• Office administration and support, including referral management, internal and external meeting support; and
• Program management support, including grant reporting, managing multiple databases, and program supply inventory.

Serving in this position, you may also:

• Serve on Interdisciplinary Health Department teams, 
• Participate in quality improvement projects,
• Participate in program outreach.

Minimum qualifications include:

• Administrative Assistant associate degree or associate degree in a similar program or at least three years’ experience or training in medical office, public health or related setting.
• High level of ability to operate in collaborative internal and external environments. 
• Excellent communication and interpersonal skills.
• Critical thinking and analytical problem-solving skills.
• Ability to manage multiple tasks and priorities. 
• The ability to work independently and interdependently.
• Skills to plan, implement, and evaluate services for individuals and families.
• We encourage all applicants who feel like they’d fit well in this position to apply!

This is a full-time, grant funded, Program Specialist position. It has an hourly rate of pay starting at $25.40 dependent on qualifications. We also offer a competitive benefits package, matched contributions into a retirement fund, paid holidays, vacation and personal leave. 

FULL POSITION DESCRIPTION BELOW:

General Function: 

Under the supervision of the Division Manager, performs detailed and varied duties for the division and for the whole of the Health Department, assuring statutory, fiscal and programmatic requirements are met. Utilizing advanced knowledge of computer applications and knowledge of the division, operates a variety of software programs, performs financial duties, including claim submission, and maintains client records. Computer and related office equipment are utilized to complete work assignments. Contacts are typically with other employees and the public to answer specific questions or explain established procedures. Client materials handled by this position are confidential. This position may assist in grant writing, grant management, and/or grant reporting. This position requires data entry, data evaluation and quality improvement skills. Interaction with socio-economic and culturally diverse populations is a key component of work activities.

Essential Duties and Responsibilities:

(Parentheses indicate a related Public Health Core Competencies 
http://www.phf.org/resourcestools/Documents/Core_Competencies_for_Public_Health_Professionals_2010May.pdf)

Record keeping, data entry, reporting
1a. Assist with preparingelectronic or physical charts andforms as needed.
1b. Client database is kept updated and meets data collection needs for reporting for grants and performance measures.
1c. Collect and record data needed for grant and performance measures.
1d. Reminders of recommended appointments are made andrecorded per procedures.
1e. When requested appropriately, records are sent per agency protocol and recorded on disclosure log when necessary.
1f. Medical records received for transfer of care are processed.
1g. Use information technology to collect, store and retrieve data. UpdatesandmaintainsdatabasesinprogramssuchasMicrosoft Excel and Access. Retrieves information from electronic filing systems as requested. Prepares reports from data as requestedby various Divisions (1A4) (1A8) (1A10) (1A11).
1h. Maintains/updates patient files according to Departmentretention guidelines.
1i. Documents and forms are kept on network per agency protocol. System for filing on network is understandable and accessible by other staff. 
1jk. Assists in the development of Department reports (8A7).
1k.Client information is received, processed and distributed as appropriate. Results are recorded and distributed per procedure.

Office administration and support
2a. Provides client services support, e.g., greeting clients, scheduling appointments, preparing charts, checking program eligibility, assisting clients with program application, processing reminders to clients.
2b. Answers multi-line phone system, transfers calls as appropriate, takes and distributes accurate messages.
2c. Monitors incoming emails and answers or forwards as required. 
2d. Is thoroughly familiar with department programs to respond to public queries (5A10).
2e. Neatly and accurately prepares correspondence, memos, minutes, etc. as requested. Prepares copies and collates documents; faxes; and scans documents as requested; assists with mail duties. Maintains filing systems and retrieves information from filing systems as requested.
2f. Coordinates appointments with interpreters and others as needed.
2g. Supports division/department/community partner meetings through scheduling assistance; set-up/take-down; communication; technology needs and recording meeting minutes.
2h. Communicates competently in writing and orally, in person, and through electronic means. Conveys public health information using a variety of approaches (e.g., social networks, media, and blogs). Incorporates strategies for interacting with persons from diverse backgrounds (4A1)(3A2) (3A4).
2i. Creates data tracking systems as needed to store and prepare information for various programs.
2j. Provides specialized program support (e.g., scheduling appointments, preparing charts, checking program eligibility, assisting clients with program application, making reminder calls). Attends program meetings as needed and maintains up-to date knowledge on program.
2k. May perform additional program duties as requested.

Support program management
3a. May assist in development of external messaging, e.g. brochures, forms, social media, and other platforms as needed.
3b. May screen patients for benefit eligibility; advocates for and enrolls patients in program benefits as eligible. Follows up on eligibility and program acceptance.
3c. Meets all HIPAA privacy standards for maintaining confidentiality of clients or other privileged information.
3d. Maintains program databases as needed.
3e. Maintains complete and accurate program records.
3f. Assists in planning, development, implementation and evaluation of grant-funded activities in accordance with grant guidelines.
3g .Participates in the design and application of community health improvement strategies with community partners, and stakeholders.
3h. Works as a team member with other public health staff on a variety of public health programs and activities.
3i. Represents the health department by participating as needed on community boards, inter-agency committees and collaborative task forces in order to coordinate services and avoid duplication of effort.
3j. Maintains current knowledge of public health issues.
3k. Maintains records of any supplies, medications, etc. distributed to clients and records per procedure to assist in inventory tracking and for recall purposes.

Financial management
4a. Prepares and processes invoices in a timely manner and uses billing software as directed to request payment for Department services per procedure.
4b. Receives payments for various items; records payments according to program/patient record.
4c. Submits request for payment to 3^rd party payers as needed per department guidelines.
4d. Assists in tracking payments received from accounts due and works closely with Division Manager and Budget Specialist to balance accounts.
4e. Assists in fee setting process by providing financial data and operations information.
4f. Keeps up-to-date and knowledgeable regarding necessary billing codes and accurately bills clients and insurance for services and supplies.
4g. Keeps inventory as needed, ensuring orders are placed and tracking receipt.
4h. Places orders according to Department protocol using procurement cards or purchase orders. Checks that all orders are approved. (7A3).
4i. Monitors and maintains office supplies and purchasing records. 

Other Duties as Assigned
5a. Applies strategies for continuous quality improvement (2A10).
5b. Uses individual, team and organization learning opportunities for personal and professional development (8A5). 
5c. Arranges work area to reduce physical stress and increase productivity and efficiency, sues good judgement to actin a manner that is safe for themselves and their coworkers, and follows any Department safety procedures. 
5d. Participates in required emergency preparedness training to support agency public health preparedness and emergency response efforts and is prepared to respond as needed in public health emergencies.

EssentialKnowledgeandAbilities:

1. Knowledge of advanced basic principles and practices of office/medical procedures, office equipment including multi-line phone system, scanners, fax machines, and computer and audio-visual equipment.
2. Knowledge of advanced computer skills including using/creating databases, spreadsheets, reports, presentation software and internet searches and advanced software skills including all Microsoft products, Adobe products and web-based applications.
3. Ability to establish and maintain effective working relationships with public health officials, professional and lay groups, and the general public.
4. Ability to communicate effectively and work collaboratively with others.
5. Ability to use independent judgment, initiative and discretion in performing the duties without direct, immediate supervision.
6. Ability to seek and utilize supervision when needed.
7. Ability to establish priorities and maintain current knowledge over a broad range of subject matters.
8. Ability to maintain complete and accurate records.
9. Ability to collect and assist in analyzing qualitative and quantitative data.
10. Ability to assist in program planning, grant management and evaluation.
11. Communication Skills:
    • Requires the ability to communicate with individuals to exchange basic information and situation status.
    • Requires the skills and abilities of conflict resolution and effective listening with handling irate people and stressful situations.
    • Ability to provide excellence in written and oral communication.
12. Confidentiality:
    • Ability to professionally handle confidential information.
    • Public sensitivity for working with citizens and businesses affected by controversial public health issues.
    • communityorganizations, etc.

Training and Experience Required:

Administrative Assistant associate degree or associate degree in a similar program or at least three years’ experience or training in medical office, public health or related setting. Knowledge and experience with computer database program. Accuracy in use of grammar, punctuation and spelling. Excellent communication and interpersonal skills; critical thinking and analytical problem-solving skills; the ability to work independently and interdependently; and skills to plan, implement and evaluate services for individuals, families and groups. Experience in use of word processing program, and data entry software, specifically Microsoft Office products. Accuracy in use of grammar, punctuation, spelling, and data entry.

The training and experience requirements listed above are intended to represent the minimum levels required to perform the duties and responsibilities contained in this position description. They should not be viewed as expressing absolute employment or promotional standards, but as general guidelines that should be considered along with other position-related selection or promotional criteria.

Physical Requirements:

While performing the duties of this position, the employee is regularly required to sit; use hands to feel, finger or handle objects, tools, or controls; and reach with hands and arms.Duties require sufficient mobility to work in normal office setting and community environments; use of standard office equipment including a computer and selected software; vision to read printed materials, and to view a computer screen; hearing and speech sufficient tocommunicate in person or over the telephone.Abilityto operate a motor vehicle.Abilitytolift and carry upto 25 lbs.

Reasonable accommodations will be made for otherwise qualified applicants unable to fulfill one or more of these requirements.
 
WorkingConditions:

Work performed involves standing, sitting, walking and feeling.High levels of handling and fingering (typing, writing) exist. Stooping, kneeling, crouching, climbing, bending, reaching, lifting may occur with this position.
Work performed could involve exposure to various noises, and office equipment.

Employment:

The Eau Claire City-County Health Department is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, the Health Department will provide reasonable accommodations to qualified individuals with disabilities and encourages prospective employees and employees to discuss potential accommodations with the employer.

Benefits

City-County Health Department Summary of Employee Benefit Package

Regular Employees Working 30 hours/week or more
Benefit	Additional Information
Health Insurance	Available first of month following 30 consecutive calendar days of employment and once each year during open enrollment period or with qualifying life event. The Department and employee share the cost of the premium. Employees not selecting to enroll due to other insurance receive a monthly incentive payment. In 2026, the Department pays 85% of premium and employee pays 15% of premium.
Voluntary Long-Term Disability	Available first of month following 30 consecutive calendar days of employment or with approved evidence of insurability. Employee paid.
Flexible Benefit Account	Medical and/or dependent care expenses. All contributions should be expended by year end or may be forfeited.

Regular Employees Working a minimum of 1 Year and 1200 hours
Benefit	Additional Information
Wisconsin Retirement System (WRS) Enrollment	Health Department and Employee share cost of contribution for retirement benefit. All employees working more than 1200 hours annually and for more than one year must be enrolled. Percentage of contribution may be adjusted annually.
Life Insurance	Available first of the month following 30 consecutive calendar days of employment. Life insurance premiums are based on the employee’s salary and age. The Department pays 20% in addition to the employee’s premium. Coverage is based on your last annual salary. Additional employee insurance, spouse and dependent insurance are also available, with premiums paid by the employee.

Regular Employees Working 20 hours/week or more (some benefits pro-rated if under 40 hours)
Benefit	Additional Information
Dental Insurance	Available first of month following 30 consecutive calendar days of employment and once each year during open enrollment period or with qualifying life event. Employee paid.
Vision Insurance	Available first of month following 30 consecutive calendar days of employment and once each year during open enrollment period or with qualifying life event. Employee paid.
Ancillary Benefits	Available first of the month following 30 consecutive calendar days of employment. Include voluntary life/accidental death and dismemberment, short-term disability, critical illness, accident, and hospital indemnity insurances.  Employee paid.
Paid Holidays	New Year’s Day, Martin Luther King, Jr. Day (3rd Monday of January), Spring Holiday (Friday before Easter), Memorial Day, Independence Day, Labor Day, Thanksgiving Day, Thanksgiving Friday, Christmas Eve, Christmas Day and New Year’s Eve (11), prorated by FTE.
Floating/Personal Holidays	12 hours per year; prorated by FTE and start date.
Sick Leave	Earned at one day (or 8 hours) per month, prorated by FTE, which can be accumulated up to 120 days (960 hours). Includes up to 2 weeks/80 hours, prorated by FTE, for family sick leave.
Vacation	Accrued as follows; prorated by FTE: •From start of employment up to 3 years – 10 days. •After 3 years of employment – 12 days. •After 5 years of employment – 15 days. •After 11 years of employment – 20 days. •After 17 years of employment – 25 days. •After 25 years of employment – 28 days. 5 days available immediately upon hire, remainder accrued on an ongoing basis.
Bereavement Leave	Available for certain covered family members. Prorated by FTE
Deferred Compensation	Optional retirement benefit paid for by employee. Pre-tax and post-tax 457B and Roth plans available.
Educational Reimbursement	Under certain circumstances, the Department may reimburse tuition or other costs associated with course work toward an advanced degree related to their current position or a promotional position.

Other Benefits – All Employees (may be prorated or dependent on FTE)
Benefit	Additional Information
Additional Leave	Includes injury leave, military leave, jury duty, parental leave, blood donation, voting and emergency leave.
Employee Assistance Program	Available free of charge to all employees and household members.
Expense Reimbursement	Employees are reimbursed for business travel at State of Wisconsin rates.
Miscellaneous	Department provides certain professional development and training, wellness programs, paid breaks, etc.

Agency Information

Employer

Eau Claire, City of (WI)

Department

HD-ADMIN

Address

720 2nd Ave








Eau Claire, Wisconsin, 54703

Phone

(715) 839-4718

Website

www.eauclairewi.gov/health