Administrative Specialist III (C9 : PROTEC17-DPH, DCHS-Admin)

King County   Auburn, WA   Full-time     Administration / Clerical
Posted on August 4, 2022
Apply Now
Summary

Public Health | Seattle & King County is seeking to hire a career service Administrative Specialist III to join our vibrant & diverse team at Jail Health Services!

The responsibilities of this Administrative Specialist III position will include performing lead Clinic Support, Internal Scheduling and External Scheduling that is specialized and/or technical in nature and is performed under limited supervision for a high volume medical/dental/psychiatric practice in a correctional facility. The incumbent will train, distribute work, and provide direction to co-workers, and will monitor their progress as well as the quality and completion of work. They will also cross-train and back up other Administrative Specialist III personnel working in Jail Health Services, for HIM, psych, and admin support.

About Jail Health Services:
 
JHS provides needed health and social services to the incarcerated population located in the King County jails – King County Correctional Facility (KCCF) in Seattle, WA and Maleng Regional Justice Center (MRJC) in Kent, WA.  The primary services we provide include medical, dental, mental health, social and release planning services, treatment of substance use disorders, and pharmaceutical services.  We care about the patients we serve and their health outcomes. Our Division includes over 230 employees and a bi-annual budget of over $80 million.
 
The purpose of JHS is to assure that high-quality health and human services are available to the incarcerated population in the King County adult correctional facilities: the King County Correctional Facility (KCCF) in Seattle and the Maleng Regional Justice Center (MRJC) in Kent. The JHS vision is Opening doors to healthier, happier lives, and the mission is To assess and stabilize serious health problems for the detained population of the King County Correctional Facility and the Maleng Regional Justice Center with a focus on transition from jail.  
 
Staffed 24 hours per day, 7 days per week, 365 days per year, JHS provides a broad range of health care to all individuals booked into the jails. For patients with serious mental health or medical conditions, special housing units (psychiatric and infirmary) along with a higher level of services and medical monitoring are provided. Since the patient population varies both in numbers as well as in acuity of health conditions, staffing is adapted and flexed to meet the constantly changing needs of the population.
 
JHS staff manage the complex health needs of underserved populations many of whom come to the facility without access to care in the community and with decompensated acute and chronic health conditions.

 
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:
 
These positions are open to all qualified candidates. 
    
Work Schedule:
   
The schedule for this position is Monday – Friday, 05:45 – 14:15 pm.
 
 Differential pay of an additional $0.50 per hour for hours worked between 5:00 p.m. to 10:00 p.m. and $0.75 for hours worked between 10:00 p.m. to 7:00 a.m. will be given. This position is overtime eligible and may be required to work evenings, holidays and weekends as needed.


Job Duties

  • Develop and maintain complex databases and lists of program specific statistics and information, i.e., Clinic schedule, NCCHC Statistics. Develop tracking and filing systems to maintain data and files, i.e., Accounts payable, duplicate chart resolution and tracking.
  • Compose, draft, proofread and edit complex documents and reports, contracts, forms and/or correspondence as instructed, to ensure that these conform to the appropriate use of the English language, specialized terminology and established procedures, with minimal revision from supervisor and/or administrative staff.
  • Lead for Clinic Support, Internal Scheduling and External Scheduling; Assist in distributing workload among clerical staff, provide direction, training and evaluation; monitor the quality and completion of work. Coordinate coverage for unplanned absences.
  • Prepare meeting agendas. Attend and take minutes at meetings. Participate in guidelines development, staff development, committee meetings, both in JHS program and Public Health. Schedule meetings and maintain calendars for organizational unit/program. 
  • Interpret established policies, procedures, regulations, internal data, and other requirements to provide authoritative program-specific information to customers (e.g., managers, vendors, section employees). Update SLP and Job Aids
  • Run reports; Dental Annual report, Jail Visit Annual report, Clinic Activities Flash Report, Daily Clinic Summary report. Research and summarize specialized or technical information from varied sources and make recommendations. 
  • Ensure clinic lists, passports and labels are printed and delivered to the clinics (all disciplines).
  • Maintain a broad working knowledge and good professional relationship with key customers, medical providers, dental providers, psych providers, release planning
  • Serve on workgroups and committees.
  • Run Huddles

Experience, Qualifications, Knowledge, Skills

  • Working knowledge of general office policies, principles, and practices. 
  • Demonstrated knowledge and proficiency using EPIC, Microsoft Office applications
  • Demonstrated keyboarding skills 
  • Demonstrated ability to operate standard office equipment that may include personal computer, mainframe terminal, copier, fax machines, mobile phones/devices, pagers, and multi-line telephones 
  • Demonstrated ability to assist in the establishment of standard work, performance standards and goals, including workflow and timelines.
  • Demonstrated knowledge of rules, regulations, codes, laws, policies, procedures.
  • Demonstrated ability to manage multiple tasks, while remaining organized and detail-oriented in an often-changing environment.
  • Demonstrated ability to provide training, work direction and delegation of work assignments to other administrative support staff. 
  • Demonstrated knowledge of HIMs processes and procedures.
  • Demonstrated ability to employ proper English grammar, usage and spelling 
  • Knowledge of conflict resolution techniques 
  • Interpersonal and human relations skills 
  • Demonstrated analytical and problem-solving skills 
  • Demonstrated ability to communicate effectively, both orally and in writing 
  • Demonstrated skill in following oral and written instructions and in following through on assignments. 
  • Demonstrated ability in developing and maintaining effective working relationships.
  • Demonstrated organizational and supervisory skills 
  • Demonstrated technical writing skills 
  • Demonstrated customer service skills - in person and via telephone (discretion, patience, etiquette, professionalism) 
  • Demonstrate ability to deal with sensitive and/or potentially volatile situations.
  • Negotiation skills (using tact, diplomacy and persuasion) 
  • Demonstrated initiative and accountability skills for work product or service of sensitive matters 
  • Demonstrated ability to prioritize workload for self and assigned staff, and in adapting to changes in workload demand. 
  • Demonstrated skill in conducting research on a specific work assignment 
  • Demonstrated ability to maintain confidentiality according to department guidelines and applicable laws. 

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.
 
COVID-19 Vaccination Requirement:

King County Executive Branch employees are required to be fully vaccinated against COVID-19. If you are the successful candidate for the position you applied for, the County will send you a conditional offer letter.
 
 As a condition of employment, prior to a final offer of employment, you will be required to:
  • submit proof of vaccination, or
  • have an approved request for medical or religious exemption and an approved accommodation. Philosophical, political, scientific, or sociological objections to vaccination will not be considered for an exemption or accommodation.

People are considered fully vaccinated against COVID-19 two weeks after receiving the final dose of a vaccination approved by the Center for Disease Control and Prevention (CDC).
 
The Executive Branch includes 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
 
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 6 months.
   
Additional Information:

Public Health - Jail Health Services follows and maintains federal and state requirements standards including, but not limited to, Prison Rape Elimination Act (PREA) standards which apply to all public and private institutions that house adult or juvenile offenders. PREA standards preclude the department from hiring or promoting anyone who has engaged in, or been convicted of any conduct which would violate PREA standards related to sexual assault including:
 
  • Sexual abuse in a prison, jail, lockup, community confinement facility, juvenile facility, or other institution. 
  • Convicted of engaging or attempting to engage in sexual activity in the community facilitated by force, overt or implied threats of force, or coercion, or if the victim did not consent or was unable to consent or refuse; or, 
  • Has been civilly or administratively adjudicated to have engaged in the activity described above.
 
Additionally, PREA standards require that the department consider any incidents of sexual harassment involving an inmate or detainee in determining whether or not to hire or promote anyone.
 
The above is in compliance with PREA and its implementing regulations, 28 C.F.R. Part 115, Subpart A, Section 115.17, Hiring and Promotion Decisions.
 
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
  • 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 describe a time you participated on a collaborative team to achieve a shared goal. Please include information about the role you played, the goal you worked toward together, and what characteristics or actions of the team aided in your success.
02
Do you have experience working within a healthcare organization serving high risk populations?
  • Yes
  • No
03
If you answered "Yes" to question #2, please describe clients served by the organization and your role within the organization. If you answered "No", then type N/A.
04
Do you have experience using any electronic health record systems?
  • Yes
  • No
05
If you answered "Yes" to question #4, please describe the electronic health record systems you have used. If you answered "No", then type N/A.
06
Are you skilled in using Microsoft Outlook, Word, Excel, and web-enabled tools?
  • Yes
  • No
07
If you answered "Yes" to question #6, please describe your experience and skill level with Microsoft Outlook, Word, Excel and web-enabled tools. If you answered "No", then type N/A.
08
Seattle & King County Public Health has a strong commitment to equity and social justice. All staff are given training in Equity and Social Justice (ESJ) as well as Trauma Informed Care (TIC). Please describe why working for an agency that values ESJ and TIC is important to you.
09
Are you familiar with Medical Terminology?
  • Yes
  • No
10
Please indicate the office equipment you are proficient using. (Check all that apply)
  • Multi-line phone
  • Fax machine
  • Copy machine
  • Scanner
  • Printer
  • Label Maker
  • None of the Above
11
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.
12
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