Administrative Specialist II

King County   Seattle, WA   Full-time     Administration / Clerical
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Posted on November 21, 2020

These positions were previously posted, from September 1st to September 15th, and have been reopened to fill additional needs.  If you applied to the previous posting, you do not need to resubmit your application.

The Community Health Services Division of Public Health- Seattle & King County is seeking (2) Administrative Specialist II's to join our multidisciplinary team at Downtown  Public Health Center, in the delivery of health services to the County's most vulnerable people. 

These full-time positions are expected to last one year, with a possibility of extension and are being offered as Term-Limited Temporary (TLT) and/or Special Duty positions. 

Term-Limited Temporary positions are "at-will" positions but are eligible for benefits. 

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 your initial County probation.  You must have supervisor approval prior to taking a Special Duty Assignment.

At Downtown we provide family health, parent-child health, dental, refugee, nurse family programs, pathways, kids plus, health insurance enrollment services and ORCA Lift.  We serve a diverse low-income population including people who are experiencing homelessness, recent immigrants and refugees, people with complex health conditions, and people with limited English proficiency. We are mission critical employees and are dedicated to showing up and providing the best care under any and all circumstances.
These positions are critical as they support a broad range of healthcare services in this fast-paced public health center.  The successful candidates must have excellent and reliable attendance, stellar customer service skills in-person and over the telephone (discretion, patience, etiquette professionalism), and must be independent self-starters with excellent time management and organizational skills.  The candidates must be able to work with supervisors and colleagues to develop and promote a team-centered atmosphere to facilitate operations which are efficient and provide maximum service delivery to clients.


These positions will work from to Monday to Friday, between the hours of 8:00 a.m and 5:30 p.m.  

The position is subject to the Fair Labor Standards Act and overtime eligible. 
Staff may be required to play an active role in the event of a public health emergency, which may include changes in responsibilities, work location and working hours.

This position is currently anticipated to last for up to 6 months.  However, funding sources for this work remain uncertain and dependent upon decisions that are actively being made at both the federal and local levels.  As a result, the end date of these positions may be adjusted based on those decisions.  The County and the Department continue to work to secure long term funding sources.  

Job Duties

  • Welcoming all clients, providing exceptional customer service, which includes treating all people with respect and warmth 
  • Utilizing language interpreters when appropriate to meet clients' needs 
  • Identifying when triage by a healthcare professional is necessary, and quickly identifying potential emergency situations 
  • Registering clients, requesting financial and insurance information, verifying insurance coverage, correct patient assignment for those with managed care plans and obtain insurance pre-authorization for services when necessary.  Explain fee for service and sliding fee schedule to patients, calculating fees, collecting payments, and scheduling appointments including check out and cancel patient appointments
  • Coordinating patient and information flow while maintaining patient confidentiality, and complying with Federal HIPAA laws 
  • During and after client visits responsibilities include: accurately completing documentation and data information for billing in a timely fashion, and processing referrals for field staff 
  • Other duties include using a variety of computer programs including: Epic (an electronic health record program), and Microsoft Office products 
  • Using the EPIC Electronic Medical Record, fully register and pre-register medical and dental patients.  
  • Ordering supplies, making copies, faxing, and other general office and clerical duties
  • Answer incoming calls; including logging into the response group to back-up call center calls
  • Verify pharmacy and clinic deposits
  • Make reminder calls per clinic standard
  • Scrub schedules for assigned care team
  • Provide program-specific information to internal and/or external customers over the phone and in person
  • Maintain client record security and confidentiality
  • Maintain cleanliness of workstation, front desk and waiting room
  • Other administrative duties and projects as assigned

Experience, Qualifications, Knowledge, Skills

Public Health relies on office automation (Microsoft Office 365) and other web-enabled tools. Candidates must be proficient and comfortable with computer use to perform the essential functions of this position.

Regular and reliable attendance, effective communication skills, and development of effective working relationships are requirements of all Public Health positions.

Ability to provide a consistently high level of customer service with discretion, patience and professionalism, based on accepted customer service principles and departmental standards.

Demonstrated ability to communicate with colleagues and clients in a pleasant, non-judgmental, respectful and culturally sensitive manner under varying levels of stress.

Strong interpersonal, conflict resolution and problem-solving skills.

Ability to work independently and maintain confidentiality.

Ability to interact with patients and community members around potentially sensitive issues and/or volatile situations.

Experience with Electronic Practice Management systems that include health records, patient scheduling, and financial transactions or the technological savvy to learn.

Ability to work both as part of a multi-disciplinary team and independently.

Skilled at organizing, prioritizing, multi-tasking and adapting to changes in workload.

Understanding of inclusive engagement as well as equity and social justice principles - Experience incorporating these principles into daily work and collaborating with a team to drive program toward racial and social equity goals.

Bilingual, Spanish speaking is a plus, but not required.

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.

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
The following items are required to be considered for this vacancy:
  • An electronic application through or (use the "Apply" link).
  • Responses to the supplemental questions.
Your application may be rejected as incomplete if you do not include the relevant information in the application. Cover letters and/or resumes are not accepted in lieu of a completed application. Applications and/or Supplemental Questionnaires that state "see my resume" or "see my personnel file" are considered incomplete and will not be accepted. 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   Regular and reliable attendance, effective communication skills, and development of effective working relationships are requirements of all Public Health positions. Staff may be required to play an active role in the event of a public health emergency, which may include changes in responsibilities, work location and working hours.
Necessary Special Requirements  The selected candidate will be required to pass a thorough background investigation.   Employees are required to protect the privacy and security of protected health information as defined in State and Federal Law.   Employees are required to adhere to OSHA/WISHA guidelines including but not limited to completing required training on time.

Work Schedule and Location
Workdays and hours will be determined at the time of hire, may vary based on business needs, and may include some evening and weekend hours, and likely regular remote work will be required. Homesite is Downtown Public Health Center, in Downtown Seattle. 

Contact: For more information about the application process, please contact Erika Yanak, Human Resources Analyst, at

UNION AFFILIATION: This position is represented by IFPTE, Local 17.

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.

Are you proficient using Microsoft Outlook, Word, Excel, and web-enabled tools?
  • Yes
  • No
If you answered yes to question #1, please describe your experience and skill level with Microsoft Outlook, Word, Excel and web-enabled tools. If you answered no then type N/A.
Are you familiar with Medical Terminology?
  • Yes
  • No
Please indicate the office equipment you are proficient using. (Check all that apply)
  • • Multi-line Phone
  • Fax Machine
  • Copy Machine
  • Label Maker
  • Printer
  • Scanner
  • None of the above
Do you have experience using electronic health record systems?
  • Yes
  • No
If you answered yes to question #5, please describe the electronic health record systems you have used. If you answered no then type N/A.
Are you able to lift 30 pounds with or without accommodations?
  • Yes
  • No
Are you able to stand on stools, reach above head, kneel, bend, stoop, push cart and navigate through multi-story building using stairs for up to six hours a day?
  • Yes
  • No
Are you willing and able to travel to various locations throughout King County for this role?
  • Yes
  • No

Required Question