Administrative Specialist II - COVID

King County   Seattle, WA   Full-time     Administration / Clerical
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Posted on March 24, 2020
Summary

The Communicable Disease Epidemiology and Immunization Section is hiring for two Administrative Specialist II positions. This position is Special Duty or Term Limited Temporary (TLT) positions that will provide administrative support for the Communicable Diseases Epidemiology & Immunization Program of Public Health - Seattle & King County. The positions will provide customer service and support in a fast paced work environment, performing high volume data entry reporting immediately notifiable communicable diseases, handling multi-line calls from medical providers and from diverse populations, request and review lab reports from medical facilities, and transport of specimens throughout King County.  This position will also be involved in providing administrative support for ongoing COVID 19 response, so you may be asked to work evenings and weekends. This position reports to the Public Health Administrative Support Supervisor.

This position will be used to fill future vacancies for up to six months. 


Who May Apply:  This position is open to the general public. 
For Special Duty Assignment interest, you must be a Career Service, Career Service Exempt or other regular employees in King County who have completed their initial County probation.  You must have supervisor approval prior to taking a Special Duty Assignment. 
 
Work Schedule: This position will also be involved in providing administrative support for ongoing COVID 19 response. The general work schedule for the position is from 9AM to 6PM Monday through Friday and a rotation of evenings and weekends.

At Seattle/King County Public Health we strive to be accessible to those we serve. This position may require flexibility to accommodate different work schedules and work locations.

Work Location: This position will primarily work at the Chinook Building 401 5th Ave Seattle, WA. 
 
Application Process: The following completed items are required to be considered for this vacancy:

  • NEOGOV/Government Jobs on-line or paper application
  • Supplemental Questions with complete, thorough answers. Answers that say "see resume" will be considered incomplete.
The selection process may include but is not limited to: evaluation of application materials and supplemental questions, interviewing, and testing. For more information on our selection process, please refer to www.kingcounty.gov/depts/health/jobs/hiring
 
Hiring Process: First batch of applications will be reviewed on March 30, 2020. 

Contact: For questions about this recruitment, please email Angela Brown, Human Resource Analyst at abrown@kingcounty.gov.

 

Job Duties

Specific responsibilities and job functions
 
Disease Investigation Support:  

  • Provide direct technical disease investigation support as part of the team.
  • Contact health care providers, laboratories, and hospitals to obtain demographic and confidential patient information 
  • Perform daily intake of immediately notifiable communicable disease reports over the phone and fax and enter information timely and accurately into multiple computer databases. 
  • Route lab reports – CDIMMS, STD, TB, or HIV/AIDS electronically via secure email or via fax.
  • Detailed data entry and processing of high-volume disease case reports into multiple databases daily (Including Communicable Disease Database and the Washington State Disease Reporting System, WDRS)
  • Run reports from an electronic heath reporting system Washington Electronic Laboratory Reporting System (WELRS) daily
  • Check the fax machines hourly for incoming lab reports and newly reported cases
  • Check for incoming lab reports that being reported via electronic reporting sources (WELRS), US mail, and Disease Report Line
  • Transcribe information from the Disease Report Line multiple times a day.
  • Route disease information by phone and/or fax to other clinics or Local Health Jurisdictions as needed.
  • Pull case report files for disease investigators to review and/or request older case reports from the record center as needed, in a timely manner.
  • Perform data entry for communicable disease outbreak surveys.
  • Maintain disease case report files (file, retrieve, reconcile, archive).
  
Provide Customer Support:
  • Provide direct customer service and support over the phone in a fast paced work environment to a diverse population relaying sensitive and confidential information. 
  • Triage high volume of calls from the public and health care providers to a staff of 35 including Disease Investigators, Immunization team, and Disease Control Officer.
  • Provide sensitive communicable disease information to the public and health care providers by telephone, mail and with website addresses.
  • Provide information about other Public Health and King county government sites and services to callers related to Communicable Diseases Epidemiology & Immunizations.
  • Provide updates on current Communicable Diseases Epidemiology & Immunization outbreaks, division procedures and general office regulations
  • Update/Create forms needed for the Communicable Disease section.

General Office Support: 
  • Ability to drive a King County vehicle to pick up and deliver lab specimens throughout various locations (including private residences) in King County to Washington Department of Health Laboratory and/or Public Health Seattle-King County laboratory, both evenings, weekends and after hours.
  • Daily filing of high-volume lab reports
  • Daily filing of completed and closed disease case reports
  • Sorting and distribution of incoming mail for the section
  • Process outgoing mail for the section including, creating labels, updating mailing list, and assisting with bulk mailing projects.
  • Schedule meetings and interviews, reserve conference rooms via Outlook and Skype for Business
  • Set up of audiovisual equipment for meetings, presentations and interviews.
  • Faxing, copying, word processing, transparencies, Word, Excel charts & graphs, PowerPoint presentations, Publisher Share Point and Access database support as needed.
  • Give technical administrative support for computers, projector screen, phones/headset, secure scan documents, fax, and set up printers and copiers, copy machines, when needed.  Trouble shoot with printer/copier issues – follow up with calling maintenance service or repair if needed.
  • Prepare cubicles for new staff (set up computer and test phones/PC's)
  • Maintain Disease Hotline and record new messages as needed
 
 Perform Special Projects as assigned:  
  • Update various Excel spreadsheets for mail merge mailing assignments
  • Process travel paperwork for section and ensure compliance with Department and County rules and regulations
  • Process staff expenses (expense claims) using County's Oracle I-Expense
  • Prepare New Employee Orientation packet, emergency preparedness documents and After Hours Manual
  • Perform vaccines data entry in Washington State Immunization Information System (IIS)
  • Record meeting minutes for weekly support staff meeting and monthly All Staff meetings when requested
  • Perform data entry corrections from annual data Quality Assurance reports
  • Process Food Memos to ensure approval of food services for meetings/trainings
  • Maintain various mailing and email distribution list.
  • Order goods and services, including tracking inventory for the section
  • Perform other duties as assigned

Experience, Qualifications, Knowledge, Skills

  • Customer service skills -working directly or over the phone with customers – citizens, providers, and vendors-  in a fast paced environment (exhibiting discretion, patience, etiquette, professionalism) with people from diverse racial, ethnic, and socioeconomic backgrounds.
  • Ability to gather, organize and evaluate data, utilizing intermediate skills to track, evaluate and report quantitative information
  • Proven ability of high volume and accurate database entry experience and solid documentation skills
  • Documented experience working with electronic health records and electronic health reporting systems in a healthcare setting within the last 2 years.
  • Working knowledge of medical terminology related to communicable diseases
  • Intermediate Microsoft Word, Excel and Access skills and the ability to quickly learn new computer software programs.
  • Ability to work both independently and to work positively within a team environment maintaining professionalism
  • Demonstrated punctuality, reliability and dependability in daily attendance
  • Excellent strong interpersonal communication and conflict resolution skills.
  • Knowledge of advanced and general office practices and procedures such as heavy filing of cases
  • Demonstrated ability to communicate effectively, understand and follow oral and written directions and follow through on assignments
  • Skilled at problem-solving, troubleshooting, organizing, prioritizing and completing multiple tasks simultaneously, ability to adapt to changes in workloads demands and meet strict deadlines
  • Ability to use office equipment such as computers, projector screens, copy/printer machines, facsimile machines, multi-line telephone
  • Demonstrated ability to move up to 25-30 pounds in order to move boxes, retrieve health records, replenish office supplies with or without reasonable accommodation. This may involve intermittent lifting, standing, stooping, bending, reaching and extensive walking during the course of the work day
  • Demonstrated ability to provide strong excellent customer service with diverse clients, under varying degrees of stress, with discretion, patience, etiquette and professionalism, in person and over the phone in a fast paced, high volume work environment
  • Demonstrated ability to handle confidential information with tact and discretion
  • Knowledge of medical terminology – specifically medical terminology related to communicable diseases (enteric, vaccine preventable and foodborne related communicable diseases)
  • Experience working with or in a workplace setting serving a diverse and/or underserved population under sensitive and stressful situations.
  • Valid Washington State Driver's license required. Must be willing to drive to collect/distribute specimens within King County locations during and after business hours – including weekends and nights.
 
Most Competitive Candidates Will Posses:
  • Minimum 1 year experience in general administrative office duties, sort and distribute mail, demonstrated experience in faxing, scanning, photocopying, set up printers and copiers, filing (high volume documents) send and scanned confidential documents via secure email, demonstrated ability to schedule meetings and interviews (via Skype for Business/Microsoft Outlook), take meeting minutes
  • Within the last 5 years a minimum of 2 consecutive years of demonstrated experience performing high volume data entry (experience in using 10 key
  • Within the last 5 years a minimum of 2 consecutive years of demonstrated experience working in a busy office setting with high volume calls, triaging multi line phones
  • Within the last 5 years a minimum of 2 consecutive years of demonstrated experience  in a health care field or setting working directly with medical providers and laboratories (HIPAA training/certification)
  • At least 1 year demonstrated knowledge and experience using the Washington Disease Reporting System (WDRS) database electronic surveillance system and/or CD Database system. 
  • Interpersonal and human relations skills
  • Demonstrated ability to identify and prioritize time sensitive matters and respond with a sense of urgency while adapting to changes in work load demands
  • Will have demonstrative knowledge and work experience handling confidential medical records, including management of public records request.

Supplemental Information

Necessary Special Requirements:

Must possess a current and valid Washington State Driver's License or be able to obtain one prior to starting work.

The selected candidate will be required to pass a background investigation.

Union Affiliation: This position is represented by PROTEC17

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.  This position supports and advances Community Health Services Division's values for fair and culturally competent service delivery, innovative, effective and efficient application of resources, building a culture of performance, and expanding opportunities to seek input, listen and respond to industry and residents.


Who We Are: As the only county the United States named after Martin Luther King Jr, one of the most influential civil rights leaders in our nations' history, King County is a vibrant community with residents that represent countries from around the world. It is a region with increasing diversity that cherishes the artistic and social traditions of many cultures. Together, we're changing the way government delivers service and winning national recognition as a model of excellence.

We continue to build on an enduring legacy of shared values of equity and social justice, employee engagement, innovative thinking and continuous improvement. With this commitment, King County has adopted a pro-equity agenda aimed at advancing regional change and is developing the systems and standards necessary to achieve better outcomes for all of our residents, regardless of their race or income. All of these qualities make King County one of the nation's best places to live, work and play.

Public Health- Seattle & King County values diverse perspectives and life experiences. The Department encourages people of all backgrounds to apply, including people of color, immigrants, refugees, women, LGBTQ, people with disabilities, and veterans.

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
Do you have experience providing customer service via phone and in-person to internal and external customers?
  • Yes
  • No
02
If you answered yes to question #2, please describe your experience providing customer service to internal and external customers?
03
Do you have a working knowledge of medical terminology? Specifically reading and interpreting medical records or medical laboratory results?
  • Yes
  • No
04
If you answered "yes" to the previous question, please describe your experience. Specifically include medical terminology related to reading and interpreting medical laboratory results if acquired. Include where you gained this experience and length of time. If you don't have the experience, please type N/A.
05
Do you have experience with data entry?
  • Yes
  • No
06
If you answered "yes" to the previous question, please list any databases and or electronic reporting systems you have experience with, where you gained this experience, and length of time.
07
A requirement of this position is the ability to drive throughout King County transporting specimen collections to and from medical facilities, laboratories, businesses and private residences. Are you comfortable and able to drive to various locations in King County transporting specimens including nights and weekends?
  • Yes
  • No
08
Please describe your experience working in a health care related field. If you don't have experience please type N/A.

Required Question