Administrative Specialist III - Communicable Diseases Epidemiology
- Summary
The Administrative Specialist III position is a career service position that will perform Lead duties for the Administrative Support Staff in the Communicable Diseases Epidemiology & Immunizations Section of Public Health. This position will assist the Public Health Administrative Support Supervisor in the assignment, distribution and, monitoring of daily and ongoing work assignments for the Administrative Support Staff. The position will also be responsible for providing timely training and technical assistance to the administrative support team on office policies and procedures, data entry processes and protocols. This position reports to the Public Health Administrative Support Supervisor and will work collaboratively with the Public Health Administrative Support Supervisor (PHASS) and the Administrator II, to assist in supporting multiple programs and staff within the Communicable Disease Epidemiology & Immunization's section with administrative support functions. This position is represented by Local 17 is and is eligible for overtime.
WHO MAY APPLY: This career service position is open to all qualified applicants.
WORK SCHEDULE: This position has a regular schedule of Monday through Friday, 8:30 a.m. to 5:30 p.m. and may be required to work outside of these hours.
WORK LOCATION: This position at the Chinook building in downtown Seattle located at 401 5th Ave Seattle, WA.
APPLICATION PROCESS: The following 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.
- 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 if you do not include the standard information in the application. Include relevant information only on the resume or cover letter. If you reference "see resume" on your application it will be considered incomplete. You must completely fill out the application with your relevant education and work experience.
CONTACT: For questions about this recruitment, please email Angela Brown, Human Resource Analyst at abrown@kingcounty.gov.
WHO WE ARE: As the only county in 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.
- Job Duties
Coordinate and monitor work assignments as Lead for the Administrative Support Team in the Section.
- Distribute and monitor daily work assignments of admin support staff to ensure work assigned by the Public Health Administrative Support Supervisor (PHASS) follow quality assurance protocols and meet set deadlines.
- Assist the Public Health Administrative Support Supervisor (PHASS) to draft, summarize, prepare and/or edit, protocols related to data entry and administrative and office procedures for administrative staff.
- Provide training, cross training and technical assistance to the administrative support team. Assist the Public Health Administrative Support Supervisor in implementing standardized processes for training staff on office procedures.
- Subject matter expert for training and documentation of case reporting into multiple electronic reporting systems to be used by the administrative staff in the section.
- Ensure proper and timely transfer of case reports annually for retention into the King County Record Center.
- Represent the Administrative Support Team for ongoing developments and data entry related to the implementation of the Washington Disease Reporting System (WDRS)
Provide Administrative and Operational Support Services for the Section's Infrastructure.- Provide direct customer service and support over the phone in a fast paced work environment.
- Intake of case reports, gathering of demographic data for case reporting, data entry of cases into multiple database systems, and triaging calls from Health Care providers and the Public to the Communicable Diseases Sections.
- Processing of travel paperwork, travel waivers and expense claim forms for the section,
- Purchase goods and services and may require the use of a P-card and the capability to process invoices through I –expense and I-Procurement. May be responsible for monitoring and reviewing account activity expenditures for I-expense and I procurement, process and submit invoices to Accounts Payable for payment, and solicit bids, for goods and services for the section when necessary.
- Coordinate and handle work order requests that involve Facilities Management Division (FMD) coordinating service repairs and renewal of service contracts
- Coordinate, facilitate, and participate in the pick-up and drop off of specimens requested for testing.
Assist Public Health Administrative Support Supervisor with additional work duties as assigned- Provide general administrative duties for the Health Officer when requested. Schedule meetings and conference rooms, initiate and process travel request and expenses claim forms, handle mail, and purchase request.
- Provide back up support with Incident Command Structure (ICS) related request, assisting with logistics and surge support during emergency responses.
- Assist in troubleshooting issues with menus, scripting, or schedule changes related to the Section's telephone response groups and recorded hotline messages including contacting
- Provide back up support to the Public Health Administrative Support Supervisor, to contact KCIT/telecom services
- 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.
- Demonstrated experience and/or skill in providing direction regarding work assignments and in delegating work assignments to appropriate staff members
- Demonstrated skill and experience in maintaining a high level of confidentiality and exercising good judgement independently
- Experience or knowledge working daily with electronic heath records and/or electronic health reporting systems and databases
- Documented work experience performing detailed and high volume data entry
- Knowledge of medical terminology – specifically medical terminology related to communicable diseases (enteric, vaccine preventable and foodborne related communicable diseases)
- Skilled at problem-solving, troubleshooting, organizing, prioritizing and completing multiple tasks simultaneously.
- Demonstrated skill in communicating technical information to non-technical individuals
- Knowledge of rules, regulations, codes, laws, policies, procedures related to procuring goods and services, records retention and travel requirements for Public Health
- Demonstrated skill in prioritizing work load and adapting to changes in work load demand in a high volume work environment.
- Excellent interpersonal communication and conflict resolution skills
- 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.
- 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, and bending, reaching and extensive walking during the course of the work day
Most Competitive Candidates:- Will have demonstrated a minimum of 2 consecutive years leading or supervising a staff or team within the last 5 years preferably in a rapidly evolving work environment.
- 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)
- Will have at least a year of demonstrative experience or knowledge working with electronic heath records or electronic health reporting systems such as Washington Disease Reporting System (WDRS), Washington State Immunization Information System (WAIIS), and ORCA/MINDSCAPE charting systems.
- Will have at minimum of 1 year experience processing purchase orders for good and services in an integrated accounting reporting system and has P card experience.
- Interpersonal and human relations skills
- Reliable, with high integrity and strong work ethic
- Demonstrated skill in teaching others on tasks or assignments to be performed
- 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.
- Work experience that demonstrates skills of attention to detail
- Work experience that demonstrates professional customer service skills and effective communication skills.
- Working knowledge of Oracle Business Systems.
- Supplemental Information
- 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.
- 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 King County'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.
- 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 their mandatory trainings on time.
This position is represented by PTE L17-DPH, DCHS-Admin
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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01Do you have professional experience providing direction and delegating work assignments to staff?
- Yes
- No
02Do you have 2 or more years of professional experience supervising or leading a team?- Yes
- No
03If you answered "yes" to Question 2, describe your experience. Please be specific and include number of years of experience and the type of staff you lead or supervised?04Have you used any Electronic Health Records systems? If so, what systems are you proficient in using?05Do you have a valid Washington State Driver's license or have the ability to get one by time of hire?- Yes
- No
066. King County has transformed its work on equity and social justice from an initiative to an integrated effort that applies the principle of "fair and just" intentionally in all the county does in order to achieve equitable opportunities for all people and communities. How do you practice equity in the workplace?07Please indicate below which of the following areas you have working experience with. Select all that apply.- Demonstrated initiative and accountability in work products and service, and the ability to follow-through on issues to completion.
- Demonstrated ability to maintain confidentiality and professionalism Excellent customer service skills including skill in communicating with people of diverse backgrounds.
- Demonstrated ability providing direction regarding work assignments and in delegating work assignments to appropriate staff members
- Performing repetitive tasks that require high attention to detail.
- Regular, reliable and predictable attendance.
- Demonstrated ability prioritizing work load and adapting to changes in work load demand
- None of the above, but I'm willing to learn.
08For the question above, please pick one item with which you have working experience and provide a brief example of the type of work you've been expected to produce within that skill set. Please include your title and employer. (This question will be competitively evaluated as a part of this recruitment, so please take your time.09Please describe in detail how you meet the qualifications for this position. (Full details of your qualifications MUST be supported/validated on your completed application). If you do not meet the qualifications, then type "N/A" below.Required Question