Administrative Specialist II
King County
Pioneer Square, WA
Full-time
Administration / Clerical
Posted on March 10, 2023
Salary
$52,187.20 - $66,144.00 Annually
Location
Seattle, WA
Job Type
Career Service, Full Time, 40 hrs/week
Department
DPH - Public Health
Job Number
2023ML18367
Closing
3/23/2023 11:59 PM Pacific
Summary
The Chronic Disease and Injury Prevention (CDIP) Unit of Public Health | Seattle & King County is seeking an Administrative Specialist II to join our team!
This position provides administrative support for the Breast, Cervical & Colon Health Program (BCCHP) within the Chronic Disease, Injury Prevention Section (CDIP). Primary responsibilities are to maintain the web based medical record filing system and to enter BCCHP client data into the web-based BCCHP Med-IT Data System. The position reports to the BCCHP Program Manager in CDIP.
The position is part of a team of professionals and administrative support staff who work to bring services to underinsured women in a four-county region (King, Jefferson, Kitsap, and Clallam). The program connects clients with services for early detection, diagnostics and treatment of breast and cervical cancer.
Commitment to Equity and Social Justice:
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.
The county government has 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 all communities are incorporated into our emergency planning and public outreach efforts.
We recognize that structural racism consists of principles and practices that cause and justify an inequitable distribution of rights, opportunities, and experiences across racial groups. Since declaring Racism is a Public Health Crisis in June 2020, King County and Public Health committed to being intentionally anti-racist and accountable to Black, Indigenous and People of Color communities.
To learn more, please visit http://www.kingcounty.gov/elected/executive/equity-social-justice.aspx
Who May Apply:
This full-time position is open to all qualified applicants.
Work Schedule:
This position will work full-time, or 40 hours per week. The schedule is flexible within the normal work week of Monday through Friday, 8:00 a.m. to 5:00 p.m. Some evening work may be required on an infrequent basis.
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
Medical Record System Filling:
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.
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:
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:
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 6 months.
Union affiliation:
Protec 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:
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.
$52,187.20 - $66,144.00 Annually
Location
Seattle, WA
Job Type
Career Service, Full Time, 40 hrs/week
Department
DPH - Public Health
Job Number
2023ML18367
Closing
3/23/2023 11:59 PM Pacific
Summary
The Chronic Disease and Injury Prevention (CDIP) Unit of Public Health | Seattle & King County is seeking an Administrative Specialist II to join our team!
This position provides administrative support for the Breast, Cervical & Colon Health Program (BCCHP) within the Chronic Disease, Injury Prevention Section (CDIP). Primary responsibilities are to maintain the web based medical record filing system and to enter BCCHP client data into the web-based BCCHP Med-IT Data System. The position reports to the BCCHP Program Manager in CDIP.
The position is part of a team of professionals and administrative support staff who work to bring services to underinsured women in a four-county region (King, Jefferson, Kitsap, and Clallam). The program connects clients with services for early detection, diagnostics and treatment of breast and cervical cancer.
Commitment to Equity and Social Justice:
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.
The county government has 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 all communities are incorporated into our emergency planning and public outreach efforts.
We recognize that structural racism consists of principles and practices that cause and justify an inequitable distribution of rights, opportunities, and experiences across racial groups. Since declaring Racism is a Public Health Crisis in June 2020, King County and Public Health committed to being intentionally anti-racist and accountable to Black, Indigenous and People of Color communities.
To learn more, please visit http://www.kingcounty.gov/elected/executive/equity-social-justice.aspx
Who May Apply:
This full-time position is open to all qualified applicants.
Work Schedule:
This position will work full-time, or 40 hours per week. The schedule is flexible within the normal work week of Monday through Friday, 8:00 a.m. to 5:00 p.m. Some evening work may be required on an infrequent basis.
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
Medical Record System Filling:
- Maintain BCCHP client file system of approximately 13,000 medical records, in addition to 3,000 clients per year.
- Create new patient files for approximately 1500 clients served per year within the Med-it system.
- Upload patient forms and medical reports into the data system for approximately 3,000 clients per year in an accurate and timely fashion.
- Maintain confidential client information in patient and clinic files.
- Archive patient files, with guidance from the Data Manager.
- Enter client data from BCCHP forms into the web-based BCCHP Med-IT Data System. Understand specialized terminology and codes to accurately enter data for reports and billing. Consult with internal and external BCCHP customers to solve problems and discrepancies on BCCHP forms. This includes complex follow up and problem solving, i.e., researching situations in which clients were billed or sent to collections. Estimated workload includes 3,000 clients per year screened at 2.5 forms per client. BCCHP contractors submitting paperwork include 28 agencies at over 60 different sites.
- Review all forms that arrive by mail and IP-fax to prepare and identify missing data and information. When needed, contact BCCHP contractors to obtain missing data, such as type of visit, service provided, income eligibility, insurance coverage, billing/payment policies, CPT codes, etc.
- Notify the BCCHP Clinical Coordinator of any abnormal/suspicious findings for breast and/or cervical cancer so she can assist the client in obtaining coverage for treatment.
- Communicate medical information for referrals to the BCCHP Nurse/Case Manager and BCHP contractors.
- Consult with screening coordinators about BCCHP forms and client services for the agencies contracted to provide services at various sites within the 4-county region. Assist in sharing information about the program to BCCHP contractors (providers/ clinics/ community).
- Assist the Data Manager in running various reports and troubleshooting problems.
- Compose general correspondence in Word, process mail, and answer telephones.
- Perform scanning, photocopying, and appropriate recycling of patient information.
- Maintain and update spreadsheets used by program staff and clinic coordinators using Excel, Word, Access, and BCCHP software including the Contracted Provider List.
- Fulfill requests from outreach and clinic contractors to distribute educational and incentive items.
- Run occasional errands and make deliveries to downtown offices and facilities.
- Provide support to team members by handling excess workload within or outside the work unit as needed or assigned.
- Attend and participate in BCCHP staff meetings and trainings for BCCHP Contractors.
- Attend meetings, trainings, and orientations at various clinics and locations.
- Attend professional educational and King County trainings to enhance professional development.
- Assist and coordinate with orientation and training to current and new subcontractors in the 4-county region and act as registrar for various trainings and conferences.
- Complement/ work with other staff in full range of duties, cross train for other positions as needed, and train others on duties performed by this position.
- Work with Data Manager, other administrative staff, and Clinical Coordinator within the Unit to gather any missing data and resolve any problems with the data system.
- Revise or modify written procedures and policies in collaboration with other BCCHP staff.
- Communicate information and feedback about progress of data entry system and status of filing to Admin Spec III and other BCCHP staff.
- Work with the Clinical Coordinator to assure that clients who need follow-up receive appropriate care.
- Commitment to improving health inequities in chronic disease including authentic community engagement.
- Experience in helping to prepare for meetings.
- Excellent oral and written communication skills, including public speaking.
- Ability to work effectively with diverse community partners.
- Excellent organizational skills.
- Interest in working in a collaborative team environment.
- Ability of accurately enter data into databases and on-line systems.
- Strong skill in applying careful attention to detail, while quickly and accurately entering data.
- Ability to utilize technological systems to accomplish work assignments.
- Knowledge of SharePoint and other Microsoft systems.
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.
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:
- An electronic application through www.kingcounty.gov/jobs or www.governmentjobs.com (use the "Apply" link) including work history and position duties.
- Responses to supplemental questions.
- Resume
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 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 6 months.
Union affiliation:
Protec 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
- 12paid 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
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.