Administrative Specialist-II - APDE

King County   Seattle, WA   Full-time     Administration / Clerical
Posted on September 6, 2021
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Summary

The Chronic Disease and Injury Prevention (CDIP) Division of Public Health | Seattle & King County is seeking to hire a  Term-Limited Temporary (TLT) Administrative Specialist II to join the the Administration and Finance Team!

The Administration and Finance Team supports the combined sections that consists of: Assessment, Policy Development, & Evaluation (APDE), the Chronic Disease & Injury Prevention (CDIP), and Communities of Opportunity (COO). The Administrative Specialist II is responsible for a wide variety of office support, conference call set-up, and excellent customer service.  Tasks may include answering phones, data entry, drafting and editing documents such as letters, memos, and spreadsheets as well as scheduling and calendar management.  This position serves as an integral part of the Administrative team and serves as a key role in supporting multiple work projects and programs within the combined sections.  The ideal candidate will enjoy working with diverse individuals and teams; has strong interpersonal and communication skills; has strong organizational skills; brings creativity and savvy to finding solutions; is self-motivated; and is strong at multi-tasking and detail oriented.

Description of APDE/CDIP/COO 
 
Public Health’s Assessment, Policy Development, and Evaluation (APDE), Chronic Disease and Injury Prevention (CDIP), and Communities of Opportunity (COO) works to advance health equity through its policy and systems work, health prevention and promotion efforts, and data/evaluation activities.  The basis of our equity work is a commitment towards becoming an anti-racist system. Operationally, the sections are jointly administered and managed.
 
The Assessment, Policy Development and Evaluation (APDE) unit is a nationally recognized leader in community health assessment, providing health assessment data and analysis to inform planning, programs, and policies; and conducting evaluations of regional and local efforts aimed at improving the health of King County residents.
 
Chronic Disease and Injury Prevention (CDIP) works with community partners, providers, and other stakeholders on the prevention of the leading causes of death and disability (i.e., healthy eating/active living, tobacco and youth marijuana prevention, and violence and injury prevention) to create conditions that promote equity and lead to healthier community conditions.  CDIP also provides programs to address breast, cervical and colon health, and supports the use of community health workers in addressing asthma and other health conditions.
 
Communities of Opportunity is a unique public/private/community-based partnership that aims to create greater racial, economic, and health equity that enables all people in King County to thrive and prosper by investing in place and culturally-based communities, policy and systems change, and learning communities.

Term-Limited Temporary positions are "at-will" positions but are eligible for benefits. This TLT is currently anticipated to last for six (6) months to one (1) year. However, funding sources for this work remain uncertain and dependent upon decisions actively being made at both the federal and local levels. As a result, the end date of this position may be adjusted based on those decisions. The County and the Department continue to work to secure long term funding sources.  

This vacancy can also be filled as a Special Duty opportunity.

For Special Duty Assignment interest, you must be a Career Service, Career Service Exempt or other regular (non-temporary) employees in King County who have completed their initial County probation. You must have supervisor approval prior to taking a Special Duty Assignment.

 
As the only jurisdiction in the world named after Dr. Martin Luther King, Jr., one of the most influential civil rights leaders in our nation's history, King County is a vibrant international community with residents that represent countries from around the world. It is a region with increasing diversity that cherishes the traditions of many cultures.
 
We have a deep commitment to equity and social justice and advancing practices, strategies, and policies that promote fairness, justice, and opportunity for all – in our workplaces and our communities. With this commitment, King County has adopted a pro-equity agenda to advance regional change and ensure that residents from vulnerable communities are incorporated into our emergency planning and public outreach efforts.
 
Applicants should be committed to working with diverse populations throughout King County to provide excellent customer service to a broad range of cultures, in accordance with the King County Equity and Social Justice Ordinance and the King County Strategic Plan.
 
Who May Apply: 

 This full-time Term-Limited Temporary position is open to all qualified applicants.
  

Work Schedule: 

Monday – Friday 40-hour work week.  
 
The work associated with this position will be performed predominantly by teleworking; complemented with onsite work and meetings as needed. Employees will have access to shared workspaces at various King County facilities.  Employees must reside in Washington state and within a reasonable distance to their King County worksite to respond to workplace reporting requirements.
 
Employees will be provided with a County issued laptop and must maintain a workspace with an internet connection (access may be supplemented in some situations) where they can reliably perform work and remain available and responsive during scheduled work hours. Please note that when an employee conducts work that is likely to bring them in contact with another individual, safety precautions are required, including the wearing of masks in some situations. King County is doing its part to reduce the spread of COVID-19 and remains committed to reducing our carbon footprint.
   
King County has a robust collection of tools and resources to support working remotely. The individual selected for this opportunity will be joining an innovative and progressive team that is redefining how we work as we transition to the department's hybrid environment.  




Job Duties

  • Provide administrative program support for multiple sections; compose, proofread and edit a variety of documents including: general correspondence, agendas, and reports; create spreadsheets; schedule meetings and secure locations; copy, file, mail, fax, and archive documents.
  • Support the transition from shared network drives to SharePoint for document management and retention, attending to SharePoint best practices in how documents are organized and tagged
  • Answer and direct telephone calls, document and route calls appropriately; respond to general questions; provide accurate program information to internal and external customers. 
  • Maintain and monitor Outlook calendars to coordinate meetings.
  • Order, track, and organize inventory and unit supplies. Coordinate pickups and deliveries as needed.
  • Responsible for purchasing, records entry and reconciliation of P-card transactions processed through Oracle iExpense.
  • Process mail by retrieving, opening, sorting, and attaching related documents for distribution. 
  • Maintain and update various lists, records, and files using Access, Excel, and other databases assuring data is retrievable and properly archived. 
  • Operate standard office equipment including personal computer, telephone, fax machine, label maker, printers and scanners. Responsible for coordinating maintenance of community office equipment and coordinating the removal of surplus items.
  • Ensure sensitive and confidential information is kept private and secure; adhere to department policies and procedures. 
  •  Other duties as assigned.

Experience, Qualifications, Knowledge, Skills

  • Demonstrated ability to provide excellent customer service with discretion, patience, and professionalism, in person and over the phone.
  • Strong interpersonal, conflict resolution and problem-solving skills. 
  • Demonstrated ability to provide administrative support to multiple program areas; manage competing demands and ensure office needs are met; prioritize workload while meeting critical deadlines and maintaining accuracy of work. 
  • Demonstrated ability to maintain electronic and hard copy documents and files, databases and logs, and accurately enter and track data. 
  • Demonstrated ability to communicate effectively orally and in writing; establish and maintain effective working relationships with a diverse range of staff, community partners, and the general public; handle difficult interpersonal interactions with discretion and diplomacy; and work both independently and as a member of a team. 
  • Demonstrated ability to create, update, and maintain program databases and logs; accurately enter and track data; and generate reports. 
  • Demonstrated ability to work in an Office 365 environment and use Microsoft products to complete assigned tasks, including: SharePoint for document management and retention, Word for word processing, Excel for spreadsheet creation, maintenance, and reports; and Outlook to communicate with clients and staff. 
  • Demonstrated ability to prepare for meetings which include setting up PowerPoint presentations, virtual meetings via Teams and Zoom, copying and preparing packets for meetings.
  • Skilled in the use of office equipment (e.g. multi-line telephone, fax machine(s), scanner, copier, and printer(s). 

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.

As of October 18, 2021, most* King County employees are required to be fully vaccinated against COVID-19.  If hired, you will be required to submit proof of vaccination by October 18th.  People are considered fully vaccinated two weeks after their second dose in a two-dose series or two weeks after a single-dose vaccine.  Employees may make requests for a reasonable accommodation based on a medical disability or for sincerely held religious beliefs.   Philosophical, political, scientific, or sociological objections to vaccination will not be considered for an exemption or accommodation.
This directive applies to 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 your 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:
 
  1. NEOGOV/Government Jobs on-line or paper application 
  2. Supplemental questionnaire responses
  3. Resume
  4. Cover letter detailing your background and describing how you meet or exceed the requirements.
Please do not use "see resume" in your application or answers to supplemental questions as these will be considered incomplete.
 
Please do not copy and paste your entire resume, or copy and paste your entire job history, as your answers to the supplemental questions as these will be considered incomplete.
 
You may attach multiple documents if you wish:
 
  • Copy and paste one or more documents into the text resume section of the application.
  • Attach multiple documents/files in the resume attachment section.
 
Your application may be rejected as incomplete if you do not include the standard information in the application. Providing information only in a resume will not be considered a complete application.
  
Your application materials must validate your answers to the supplemental questions. If your answers cannot be validated, you will not proceed to the next steps of the process.
 
The selected candidate will be required to pass a thorough background investigation. In the event the job classification requires an exam; an offer of employment will be contingent on passing a pre-employment physical exam and must maintain security clearance.
 
Supplemental Information:
 
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.
  
Staff may be required to play an active role in the event of a public health emergency, which may include changes in responsibilities and working hours.
  
If you need a disability accommodation in the application or testing process, please call the contact number listed on the job announcement.
  
Applicants from this job posting may be used to fill temporary or other positions in this classification for a period of up to a year.
   
Union affiliation:

Local 17
 
Contact:

For more information about the application process please contact Mark Lacy at Mlacy@kingcounty.gov

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
Please list your typing and data entry speeds if known. If not, consider using one of the many free online sites to test your abilities. If you are unsuccessful with obtaining your typing or data entry speeds, mark "N/A".
02
Do you have experience providing customer service by phone, email, and/or in-person?
  • Yes
  • No
03
If you answered yes to #2, please describe the customer service you provided, including the setting, level of demand, and whether and the level of sensitivity of the information shared. Also share how you determined which questions to answer, and which to refer to another person in the office. If you answered NO, then type N/A.
04
Do you have experience organizing meetings via web platform; which include setting up PowerPoint presentations, virtual meetings via Teams and Zoom, copying and preparing packets for meetings?
  • Yes
  • No
05
If you answered yes to question #4, explain where you gained the experience and what platforms you're familiar with. What types of meetings have you coordinated? If you answered No,, then type "N/A".
06
Describe your knowledge, skill level, and utilization of the following programs in your current (or past) work: Word, Excel, Outlook, PowerPoint, SharePoint, Skype, Microsoft Teams, and Zoom. If you have no experience, put "N/A."
07
Please describe your most recent experience providing administrative support to a program or organization?
08
Please describe your experience working with a diverse group of staff and/or customers.
09
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.
10
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