Administrative Specialist II
- Summary
The Community Health Services Division of Public Health- Seattle & King County is seeking an Administrative Specialist II to join our multidisciplinary team at Downtown Public Health Center, in the delivery of health services to the County's most vulnerable people.
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.
This position is critical as it supports the administrative office in this fast-paced public health center and reports to the Downtown Public Health Administrator. Duties require a clear understanding and skill in applying office guidelines and work methods. The successful candidate must have excellent and reliable attendance, stellar customer service skills in-person and over the telephone (discretion, patience, etiquette professionalism), and must be an independent self-starter with excellent time management and organizational skills.
WHO MAY APPLY:
This full-time career position is open to all qualified applicants.
WORK LOCATION:
2124 Fourth Avenue, Seattle, WA 98121 (Belltown)
WORK SCHEDULE:
This position works Monday to Friday, 8:00 a.m-5:00 pm. The position is subject to the Fair Labor Standards Act and overtime eligible.- Job Duties
- Welcoming all visitors which can include King County employees, visitors and or delivery services while providing exceptional customer service, which includes treating all people with respect and warmth
- Assigned to the orientation and/or training of co-workers. This includes overseeing assembling site new employee orientation and tour packets.
- Modifying and updating desk procedures that relate to assigned work.
- Assigned to putting together the seasonal Downtown Public Health Newsletter
- Responsible for attending and taking minutes at meetings.
- Scheduling meetings and maintaining calendars for supervisor and/or organizational unit/program.
- Maintain, inventory, order, collect and distribute supplies and/or equipment along side administrative lead(s). At times, may be asked to back up administrative lead(s) as appropriate
- Perform light to moderate numerical calculations involving accounts payable, accounts receivable, cashiering, reconciling accounts, monitoring expenditures, preparing budgets, payroll and/or other applications.
- Provide program-specific information to internal and/or external customers over the phone and in person
- Making copies, faxing, and other general office and clerical duties Identifying when triage by a healthcare professional is necessary, and quickly identifying potential emergency situations
- Coordinating patient and information flow while maintaining patient confidentiality, and complying with Federal HIPAA laws
- Other duties include using a variety of computer programs including: Epic (an electronic health record program) which includes registering patients as needed, and Microsoft Office products
- Answer incoming calls; including logging into the response group as time allows to back-up call center calls
- Maintain client record security and confidentiality
- 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.
DESIRED QUALIFICATIONS
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:
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- Supplemental questionnaire responses
- Resume
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.
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.
ADDITIONAL INFORMATION:
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.
UNION AFFILIATION: This position is represented by Local 17.
CONTACT: For more information about the application process please contact Jeanette Hamilton at jeahamilton@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
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.
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01Are you proficient using Microsoft Outlook, Word, Excel, PowerPoint and web-enabled tools?
- Yes
- No
02If you answered yes to question #1, please describe your experience and skill level with Microsoft Outlook, Word, Excel, PowerPoint and web-enabled tools. If you answered no then type N/A.03Are you familiar with Medical Terminology?- Yes
- No
04Please indicate the office equipment you are proficient using. (Check all that apply)- Multi-Line Phone
- Fax Machine
- Copy Machine
- Printer
- Label Maker
- Scanner
- None of the above
05Do you have experience using electronic health record systems?- Yes
- No
06If you answered yes to question #5, please describe the electronic health record systems you have used. If you answered no then type N/A.07Are you able to lift 25 pounds with or without accommodations?- Yes
- No
08Are you willing and able to travel to various locations throughout King County for this role?- Yes
- No
09Are 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.
10If 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 layoffRequired Question