Administrative Lead - Mobile Medical Program

King County   Seattle, WA   Full-time     Administration / Clerical
Posted on January 14, 2022
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Summary

Health Care for the Homeless Network (HCHN) contracts with 17+ community-based agencies to provide medical, mental health, substance use disorder, and case management services to vulnerable homeless individuals and families in Seattle and King County. Services are provided in shelters, day centers, on the street, and in other locations where homeless people congregate. HCHN also operates the Mobile Medical Program, with 3 field-based teams providing health care to people experiencing homelessness.  We are looking for the Mobile Medical Program Administrative Lead, an Administrative Specialist III position, to join our dynamic team.

This position is responsible for administrative support for the Mobile Medical Program which consists of field-based medical teams. This position will report to the Mobile Medical Operations Manager.
 

Job Duties

  • Provide support for Lead Physician and Mobile Medical Program Managers with scheduling meetings, taking notes at meetings, and other needs.
  • Maintain staff schedule and calendars and update staff tracker on Teams.
  • Order and purchase supplies for the Mobile Medical Program, using a King County P-card (training available); reconcile and process supply order payments.
  • Maintain routine inventory of medical supplies and maintaining two separate storage areas in the Chinook building; also replenish program supplies from central Public Health warehouse.
  • Process employee’s reimbursement and mileage reimbursement for team members for approved local travel.
  • Organize harm reduction supplies and work with Public Health Reserve Corp volunteers in making harm reduction kits.
  • Organize and maintain the program’s SharePoint page, Microsoft Team site, and shared email accounts.
  • Act as custodian for cash incentives and perform quarterly reconciliations according to County procedures.
  • Schedule team meetings for each of the mobile teams, taking minutes at meetings and do follow-up as requested.
  • Respond to public inquiries and other internal and external customers with program-specific resources and information, consulting staff as needed.
  • Request parking permits from the local authority for the Mobile Medical Vans.
  • Assist Program Managers with on-boarding new staff.
  • Provide back-up coverage to HCHN Team Administrative Lead as needed.

Experience, Qualifications, Knowledge, Skills

  • Demonstrated strong organizational skills;  Skill in coordinating work assignments with and between staff members.
  • Demonstrated time management and self-direction skills to prioritize work and complete multiple tasks simultaneously with high accuracy;  
  • Provide excellent customer service skills, maintain a professional demeanor at all times, and use tact and discretion in difficult communications; 
  • Editing and proofreading skills.
  • Knowledge of general office policies, principles, and practices.
  • Knowledge of basic accounting procedures and mathematics.
  • Demonstrated ability to work effectively with diverse individuals, teams, committees, and organizations serving vulnerable populations such as homeless shelters and housing agencies, health care agencies, and mental health and substance use disorder service agencies.
  • Demonstrated ability in tracking multiple ongoing and one-time projects, including prioritizing work load and adapting to changes in work load.
  • Demonstrated ability to work independently and as a member of a team.
  • A deep commitment to equity and social justice
  • Demonstrated proficiency in Microsoft Word, Outlook and Excel.  
  • Ability to lift and carry 25 pounds.
  • Ability to travel to locations around Seattle & King County for occasional meetings.
OR:
  • Any equivalent combination of experience and education which provides the applicant with the desired skills, knowledge and ability required to perform the work.
DESIRED QUALIFICATIONS 
  • Experience working with King County's Oracle EBS Financial System
  • Experience with purchasing and inventory duties
  • Knowledge of public health practices and terminology; 
  • Experience with documentation filing systems and records retention; 
  • Experience managing Microsoft Teams and/or SharePoint platforms;  

Supplemental Information

Forbes recently named King County as one of Washington State's best employers.

Together, with leadership and our employees, we're changing the way government delivers service and winning national recognition as a model of excellence. Are you ready to make a difference? Come join the team dedicated to serving one of the nation's best places to live, work and play.

Guided by our "True North", we are making King County a welcoming community where every person can thrive. We value diversity, inclusion and belonging in our workplace and workforce. To reach this goal we are committed to workforce equity. Equitable recruiting, support, and retention is how we will obtain the highest quality workforce in our region; a workforce that shares and will help advance our guiding principles--we are one team; we solve problems; we focus on the customer; we drive for results; we are racially just; we respect all people; we lead the way; and we are responsible stewards. We encourage people of all backgrounds and identities to apply, including Native American and people of color, immigrants, refugees, women, LGBTQ+, people living with disabilities, and veterans.

COVID-19 Vaccination Requirement

King County Executive Branch employees are required to be fully vaccinated against COVID-19. If you are the successful candidate for the position you applied for, the County will send you a conditional offer letter.

As a condition of employment, prior to a final offer of employment, you will be required to:

  • submit proof of vaccination, or
  • have an approved request for medical or religious exemption and an approved accommodation. Philosophical, political, scientific, or sociological objections to vaccination will not be considered for an exemption or accommodation.
People are considered fully vaccinated against COVID-19 two weeks after receiving the final dose of a vaccination approved by the Center for Disease Control and Prevention (CDC).

The Executive Branch includes employees in the Executive branch, the Assessor's Office, Elections, the King County Sheriff's Office, and the Executive Office.

King County is an Equal Employment Opportunity (EEO) Employer

No person is unlawfully excluded from employment opportunities based on race, color, religion, national origin, sex (including gender identity, sexual orientation and pregnancy), age, genetic information, disability, veteran status, or other protected class. Our EEO policy applies to all employment actions, including but not limited to recruitment, hiring, selection for training, promotion, transfer, demotion, layoff, termination, rates of pay or other forms of compensation.

To Apply

If you are interested in pursuing this position, please follow the application instructions carefully. If you need this announcement in an alternate language or format, would like to request accommodation or assistance in the application or assessment process or if you have questions please contact the recruiter listed on this job announcement.

APPLICATION PROCESS:  Applications will be reviewed after the job posting closes. The following items are required to be considered for this vacancy:  
 
  • NEOGOV/Government Jobs on-line or paper application
  • Cover letter which details how you meet or exceed the qualifications
  • Supplemental Questions 
Your application may be rejected as incomplete if you if you do not include the standard information in the application, include relevant information only on the resume or cover letter, or if you reference "see resume" on your application. You must completely fill out the application with your relevant education and work experience.

WHO MAY APPLY: These positions are open to all qualified applicants.

WORK SCHEDULE: The normal work week is Monday through Friday, 8 am – 5 pm with some need to work outside those hours. The positions are subject to the provisions of the Fair Labor Standards Act and are overtime eligible.
 
WORK LOCATION: The position will work onsite half time and remote the other half, during and after the telecommuting period.  The onsite location is primarily in downtown Seattle, Chinook Building, 401 5th Avenue, Suite 1000, Seattle, WA, 98104, and other Public Health or contractor locations as needed.

Additional Information: 
  • The selected candidate will be required to pass a thorough background investigation.
  • This selection process may include but is not limited to: evaluation of application materials and supplemental questions, testing and interviewing. For more information on our selection process, please refer to http://www.kingcounty.gov/jobs/applying.aspx
  • Public Health relies on office automation (Microsoft Office) and web-based enabled tools, therefore candidates must be proficient and comfortable with computer use to perform functions associated with on-going work.
  • Employees are required to adhere to OSHA/WISHA guidelines including but not limited to completing their mandatory trainings on time and obtaining required immunizations.
  • Regular and reliable attendance, effective communication skills, and development of effective working relationships are requirements of all Public Health positions.
  • Employees are required to protect the privacy and security of protected health information as defined in State and Federal Law.
Union: Positions in this classification are represented by the Protec 17.

Contact: If you have questions regarding the position, please contact . If you have questions about the application process, please contact  

King County offers a highly-competitive compensation and benefits package designed to meet the diverse needs of our employees and support our employees' health and well-being.  Eligible positions receive the following benefits and have access to the following programs:

  • Medical, dental, and vision coverage: King County pays 100% of the premiums for eligible employees and family members
  • Life and disability insurance: employees are provided basic coverage and given the opportunity to purchase additional insurance for both the employee and eligible dependents
  • Retirement: King County employees are eligible to participate in a pension plan through the Washington State Department of Retirement Systems and a 457(b) deferred-compensation plan
  • Transportation program and ORCA transit pass
  • 10 paid holidays each year (plus 2 personal holidays)
  • Generous vacation and paid sick leave
  • Paid parental leave, family and medical leaves, and volunteer leave
  • Flexible Spending Account
  • Wellness programs
  • Onsite gyms and activity centers
  • Employee giving program
  • Employee assistance programs
  • Flexible schedules and telecommuting options, depending on position
  • Training and career development programs
For additional information about employee benefits please visit our Benefits, Payroll, and Retirement Page.

This is a general description of the benefits offered to eligible King County employees, and every effort has been made to ensure its accuracy.  If any information on this document conflicts with the provisions of a collective bargaining agreement (CBA), the CBA prevails.  Also, in the event of any incorrect information in this document, applicable laws, policies, rules, CBAs, or official plan documents will prevail.
 
NOTE:  Benefits for Term Limited Temporary (TLT) or Short Term Temporary (STT) positions, including leave eligibility and/or participation in the pension plan through the Washington State Department of Retirement Systems, will vary based upon the terms and details of the position. Short Term Temporary positions are not eligible for an ORCA transit pass.
 
For inquiries about the specifics of this position, please contact the recruiter identified on this job posting.

01
Are you applying to this position as an eligible Current or Previous King County Employee Priority Placement Program Participant AND Is this position the same or lower percentage of full-time when compared to the position held at the point of the notification of layoff AND Do you possess the skills and abilities to qualify for this position?
  • Yes, I was given a layoff notice from my role at King County AND I am within two years of the effective date of my layoff. AND The position I was laid off from was the same or a higher percentage of FT status when compared to this one.
  • No.
02
If you answered yes to the question above and you are applying for this position as a Priority Placement Participant, to be considered, you must provide the following three pieces of information in the space provided: 1. The title you held when you received your layoff notice 2. The department you worked in 3. The effective date of your layoff

Required Question