Processing Assistant IV

Salary: $34,148.72 Annually

Location : 538 Scotts Creek Road -- Sylva, NC

Job Type: Permanent, Full-Time

Job Number: 20250104

Department: Health

Opening Date: 05/20/2025

Closing Date: 6/3/2025 5:00 PM Eastern

FLSA: Non-Exempt

Position Overview

This position lends clerical support to the Environmental Health and Permitting and Code Enforcement departments which provide services for the following programs: On-site Sewage Program; Swimming Pool Program; Tattoo License; Radon and Lead Consultations; Food, Lodging and Institutions Program; Private Water Supplies; Well Inspection Program: Building Code; Fire Code; Erosion Control; Flood Damage Prevention; and other New Development Ordinances. This unit also consists of the Animal Control Program. To assist clients applying for any Environmental Health or Permitting and Code Enforcement Services. Grade 18

Work Schedule

Forty (40) hour week with the option to work Monday through Friday from 8:00 am until 5:00 pm with one (1) hour for lunch; or one (1) person 7:30 am until 4:00 pm with thirty (30) minutes for lunch based on Department needs and supervisor approval.

Duties and Responsibilities

Clerical Support:

Receptionist for Environmental Health and Permitting and Code Enforcement with main focus on using courtesy and tact in performing public contact duties and

communication duties

Assists clients with Environmental Health and Permitting and Code Enforcement applications

Processes applications for onsite sewage program; well program; pool program; food, lodging and institutions program; tattoo program; and other applications for

Environmental Health.

Answers telephone calls and route calls to appropriate person

Documents driller requests in Grout Log

Documents installers requests in Finals Log

Documents citizen reports in Complaint Log

Completes daily balance process of monies and completes deposits

Documents applications for septic and well permits in application database

Performs scanning of current permits into Laserfiche and ROK database

Documents client requests in water sample and well head final database

Documents requests in yearly Swimming Pool Log

Documents requests in ServSafe Log

Documents requests in Plan Review Log

All logs are on the Environmental Health Google Log Sheet

Responds to emails from clients and other departments

Composes and mails various correspondence (letters, memos, etc.)

Distributes mail for section

Scans old permits into Laserfiche.

Documents appropriate permits in onsite sewage pump system database

Transmits food and lodging as well as daycare permits to State/ local contact and EBCI (Eastern Band of Cherokee Indians) monthly

Performs general office duties

Schedules field inspections for finals and grouts

Assists in processing applications for building, grading, erosion control, event,

alcoholic beverage control (ABC), miscellaneous permits, and other applications for Permitting and Code Enforcement. Maintain Central Filing System for all Environmental Health/ Permitting and Code Enforcement programs as listed above:

Files hard copies in appropriate files

Scans Environmental Health permits and paperwork in Laserfiche and ROK

Performs extensive research at times to locate current property owners as well as to locate permits for property and/or surrounding properties

Scans Permitting and Code Enforcement permits in ROK

Closes out expired or complete Permitting and Code Enforcement permits in ROK Data Entry:

Keys all pertinent data relating to Environmental Health Programs and Complaints

Processes record search requests from realtors, banks, individuals, and other clients

Back-up to Permit Center Office Manager to compile monthly reports for Environmental Health

Back-up to Permit Center Office Manager to verify monthly reports and confirms transmission to state monthly

Keys all pertinent data relating to Permitting and Code Enforcement Programs and Complaints Other:

See attached goals for timeline in completing responsibilities.

Participating in Public Health Preparedness activities as directed by agency management; this employee will be expected to work as needed during public health

emergencies, which may result in extended hours and long work shifts

Other duties as assigned by Permit Center Office Manager, Environmental Health Director, Health Director, or Deputy Health Director

Education and Experience

Graduation from high school and demonstrated possession of knowledge, skills and abilities gained through at least two years of office assistant/secretarial experience; or an equivalent combination of training and experience.

Knowledge, Skills and Abilities

• Ability to use courtesy and tact in performing public contact duties and communication duties

• Significant knowledge of office or work unit procedures, methods and practices

• Significant knowledge of and ability to use correct spelling, grammar, punctuation, and specialized vocabulary to compose and/or proofread correspondence, reports, and other materials

• General knowledge of office accounting, record keeping procedures, mathematics, and their application in the work environment

• Ability to learn and apply a variety of guidelines applicable to the work process

• Ability to work/operate a variety of office equipment

• Ability to record and compile information based on general guidelines

• Ability to balance and reconcile figures

• Ability to screen communications based on predetermined guidelines

• Ability to gather and give information and instructions regarding the work process and procedures

• Ability to learn to use specialized office equipment

• Working knowledge of County and State laws relating to Environmental Health; Permitting and Code Enforcement; and Animal Control

• Working knowledge of geographic areas of the county

• Ability to perform secretarial functions in an office setting

• Word processing and data entry skills are a must

• Accuracy and attention to detail is a factor in this position

• Position requires mental concentration and visual attention

• Multi-tasking and the ability to stay focused

• Ability to prioritize and use judgment in coordinating and monitoring workload to accomplish daily task

• General knowledge of Microsoft Office to include Word and Excel

• General knowledge of Google Docs and Google Sheets

• Ability to provide assistance to several outside agencies/ personal contacts in a professional and efficient manner.

Statement of Equal Employment Opportunity Jackson County recognizes its continued success in meeting the needs of its citizens requires the full and active participation of talented and committed individuals, regardless of their gender, race, color, creed, religion, national origin, disability or political affiliation. It is the policy of the County to foster, maintain, and promote equal opportunity by use of a systematic, consistent recruitment program, and to identify and attract the most qualified applicants for employment with the County. This policy is to be achieved by announcing all position vacancies, by evaluating all applicants using the same criteria, and by applying testing methods through the NC Career Works Office. Selection decisions are made without regard to race, color, religion, sex, national origin, political affiliation, disability, age, or sexual orientation.

Jackson County provides a robust offering of employee benefits including: employer paid medical and dental benefits, participation in the Local Governmental Employees' Retirement System, paid leave (vacation, sick, and holiday), Employee Clinic, Wellness program, and supplemental benefit offerings. A full overview of benefits is available at