Administrative Specialist (Food Protection Program)
Administrative Specialist (Food Protection Program)
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1 Vacancy
Job Description
GRADE
LOCATION OF POSITION
Main Purpose of Job
POSITION DUTIES
- Monitoring of Incoming Electronic Submissions
- Monitors Department of Inspections Licenses and Permits (DILP) Accela task list for incoming building permit applications. Using independent judgement reviews prioritizes and assigns records to Environmental Health Specialists (EHS) for review and approval.
- Monitors pdox notifications for incoming building permit document submissions. Using independent judgement reviews prioritizes and assigns records to EHS for review and approval.
- Monitors Accela citizen portal for online application submissions. Using independent judgement reviews prioritizes and assigns records to EHS for review and approval.
- Ensures that all food license records are kept updated and accurate with new information provided by applicants. Ensure submission of Workers Compensation information to comply with Maryland Workers Compensation Commission requirement.
- Coordinates all Bureau of Environmental Health (BEH) Administrative staff to facilitate cross-program workflows including submissions through the Citizen Portal and DILP notifications of submissions.
- Assists customers with routine Public Information Act (PIA) requests by securing files answering routinequestions making copies when requested and providing appropriate forms and applications.
- Reviews and assigns all incoming PIAs for the Bureau and monitors the requests for adherence with all state timelines and HealthStat goals.
- Develops working knowledge of other state and county agencies responsibilities and functions in order to re-direct inquiries to the appropriate agency in a timely manner.
- Interprets records maps and inspection data to determine if available data meets customer request.
- Secures the services of the Environmental Health Specialists and other staff for inquiries beyond the knowledge or scope of this position.
- Arranges appropriate files requested on PIA facilitating access to public information under the Maryland Public Information Act.
- Evaluates documents prior to completion identifying protected health information (PHI) to ensure compliance with HIPAA regulatory standards.
- Ensure PHI is redacted properly in compliance with HIPAA Security Rule sets national standards for the secure maintenance transmission and handling of PHI.
- Coordinates with Plan Review Supervisor/staff Food Protection Program Supervisor and the Accela support position to provide data entry and record maintenance for Plan Review Records and food service facility records in Accela and Pdox.
- Maintains physical and electronic documents for retention.
- Assists customers by providing corresponding plan review requirements via our website documents (Change-of-Ownership (CO) mobiles menu change/HACCP Plan remodel and new equipment review).
- Creates and assigns all new Plan Review and food license Records in Accela.
- Receives payment(s) and data entry for plan review fees and facility food license application fees for CO newly built facility and new mobile units.
- Receives and inputs new facility food license application for CO newly built facility mobile reciprocity) process and issue food license once approval is provided by the designated EHS staff.
- Inactivates old food licenses for change-of-ownership facilities as the new license applications are received and entered. Assigns new CO license record to designated EHS inspector.
- Coordinates scheduling of Plan Review meetings.
- Generate and issue NOV (notice of violation) letters for delinquent food license application and payment. Coordinate with supervisors/EHS when further action is needed.
- Receives payment(s) and creates new temporary food license application records and assigns them to EHS for review and approval. Ensuring that all documents are uploaded into Accela.
- Coordinates the Temporary Event Application process including maintenance of the event calendar for EHS assignment review and inspection. Acts as the primary point of contact with the event coordinators and provides application process instructions.
- Previews intake applications (designated special food service facilities) to ensure all required documents are submitted. Coordinate response to incomplete submittals of special food service facility food license application.
- Receives payment(s) and creates new special food service application records and assigns them to EHS for review and approval. Monitor application workflow progression by EHS Staff for approval and issue food license. Coordinate workflow progression for time sensitive application reviews.
- Receives payment(s) and enters data for various special food license application fees. Issuance of approved special food license to operators.
- Scans and uploads approved applications and documents into Accela database. Inactivate designated expired special food service facilities license records (temporary license mobile reciprocity non-farm vendors farmers market farmers market sampling).
- Receives citizen complaints regarding food products (electronic mail in- person) and creates complaint records and assigns them to EHS for review and investigation.
- Immediately triages foodborne outbreak (illness) complaints obtains preliminary foods consumed and assigns complaints to EHS and Infectious Disease Surveillance & Response Program for investigation.
- Ensures Accela food illness/outbreak complaint records are HIPPA compliant.
- Inactivates old food service facilities records as new food service records are created for the same location. Assign new application records to the designated EHS inspector.
- Develops working knowledge of other state and county agencies responsibilities and functions to re-direct inquiries to the appropriate agency in a timely manner. Knows how to use the language line for clients who need language assistance.
- Special assignments by the Director and Deputy Director.
- Assisting other administrative support staff in lunch and/or front counter coverage.
- Possesses a broad understanding of HCHD services and can refer to other programs. Participates in necessary drills and exercises responds to emergencies as appropriate keeps abreast of policies and procedures in the program bureau and department. Completes all required training. Participates in quality improvement efforts within the program.
MINIMUM QUALIFICATIONS
DESIRED OR PREFERRED QUALIFICATIONS
- Experience with electronic filing (e.g. data entry organization cross-referencing scanning copying and retrieval).
- Experience with managing an electronic records management system.
- Experience with customer service in an office setting.
- Experience providing administrative or program support in an office setting.
SPECIAL REQUIREMENTS
SELECTION PROCESS
Applicants who meet the minimum (and selective) qualifications will be included in further evaluation. The evaluation may be a rating of your application based on your education training and experience as they relate to the requirements of the it is essential that you provide complete and accurate information on your report all related education experience dates and hours of indicate your college degree and major on your application if applicable. For education obtained outside the U.S. any job offer will be contingent on the candidate providing an evaluation for equivalency by a foreign credential evaluation service prior to starting employment (and may be requested prior to interview).
Complete applications must be submitted by the closing submitted after this date will not be added.
Incorrect application forms will not be will not be accepted in lieu of a completed application.
Candidates may remain on thecertified eligible list for a period of at least one year. The resulting certified eligible list for this recruitment may be used for similar positions in this or other State agencies.
BENEFITS
FURTHER INSTRUCTIONS
Online applications are highly recommended. However if you are unable to apply onlinethe paper application (and supplemental questionnaire) may be submitted to MDH Recruitment and Selection Division 201 W. Preston St. Room 114-B Baltimore MD application materials must be received by 5 pm close of business on the closing date for the recruitment no postmarks will be accepted.
If additional information is required the preferred method is to upload. If you are unable to upload please fax the requested informationto .Only additional materials that are required will be accepted for this recruitment. All additional information must be received by the closing date and time.
For questions regarding this recruitment please contact theMDH Recruitment and Selection Division at .
If you are having difficulty with your user account or have general questions about the online application system please contact the MD Department of Budget and Management Recruitment and Examination Division at or.
Appropriate accommodations for individuals with disabilities are available upon request by calling: or MD TTY Relay Service 1-.
We thank our Veterans for their service to our country.
People with disabilities and bilingual candidates are encouraged to apply.
As an equal opportunity employer Maryland is committed to recruitment retaining and promoting employees who are reflective of the States diversity.
Required Experience:
Unclear Seniority
Employment Type
Full-Time
