Administrative Specialist III - Family Ways Program
- Summary
Family Ways is a partnership with communities to supporting pregnant, parenting families and children. There are three specific communities of focus: U.S. born Black/African American, the American Indian/Alaskan Native, and the Native Hawaiian/Pacific Islander communities. The Administrative Assistant III will work in a team environment, supporting the Family Ways management team and staff. This role will be responsible to oversee administrative activities with efficient guidelines, processes, and policies. This includes tracking and managing purchasing, requisitions, and expenses, and managing equipment inventory and fleet management. Team members will be upheld to Family Ways Guiding Principles: leading with race equity, respect, participant-centered services with strength-based practice, collaborative decision making, accountability, and continuous improvement in their services and programming.
This position is situated in the Community Health Services Division in the Parent Child Health Program. Staff may report to one or more community-based organizations or county offices as part of their work locations. This is a represented position at 1.0 FTE. Workdays and hours may vary depending on community events, client/family need, and staff coverage. Some weekday evenings and weekend work will be required, as well as the ability to drive and travel to multiple locations throughout King County.
WHO MAY APPLY: This opportunity is open to all qualified candidates.
WORK SCHEDULE: The normal work week is Monday through Friday, 40 hours per week. The positions are subject to the provisions of the Fair Labor Standards Act and are overtime eligible.
CONTACT: If you have questions regarding this position, please contact Erika Yanak at erika.yanak@kingcounty.gov.
- Job Duties
- Handle client referral processing for Family Ways’ team of providers and work with supervisor to route referrals to team members.
- Perform client registration and scheduling tasks in the Epic Practice Management system and process client paperwork, including scanning documents into Epic.
- Handle paperwork, iProcurement system processes, and payment for necessary supplies, training, and other purchases via P-card.
- Organize, oversee, establish, and maintain data sources that may include contracts, budgets, payroll, legal documents, and evaluation.
- Provide direction, training, or monitor projects and deadlines related to administrative tasks.
- Compose, draft, summarize, prepare, proofread and/or edit documents, including but not limited to correspondence, written processes, and meeting meetings.
- Process mail that may require attaching related correspondence or information before forwarding, respond to mail that can be handled personally, identify priority and/or time sensitive matters and maintain security and confidentiality.
- Prepare agendas, attend meetings for note taking, and send communications to participants.
- Schedule meetings, maintain calendars for supervisor, program staff, and program events.
- Plan work organization, establish work methods, recommend changes procedures.
- Develop and maintain documents and files in Microsoft Teams and develop and manage the program’s SharePoint site.
- Support staff with EPIC Practice Management functions.
- Partnership and Community Engagement.
- Foster relationships with community organizations.
- Support preparation of equipment and supplies for community engagement activities. Includes any ordering and procurement for services involved.
- Support reproduction of outreach and teaching materials
- Collaborate and coordinate with other county programs and community-based organizations to advance racial equity and social justice. This may include active participation in development of racial equity/anti-racism trainings or curriculum.
- Leadership as an Administrative Specialist
- Lead support for health information management and assist medical record management.
- Lead support and organization of supplies, equipment, and inventory.
- [MM1] Lead development of guidelines, processes, and policies for efficient administrative workflow with management and staff.
- Engage actively in program goals/objectives.
- Be aware and conscious of budgetary and operating conditions for the program.
- Work collaboratively with evaluation team.
- Collaborate and share decision making with team members, fostering and creating space for authentic and respectful dialogue.
- Innovation:
- Foster and be an active participant to create and maintain environment for improvements to program practices, services, innovation, and sustainability.
- Lead improvements and efficiencies related to administrative support activities.
- Other Duties as Assigned:
- Perform other related duties as assigned.
- Staff may be required to play an active role in the event of a public health emergency, which may include changes in responsibilities, work locations, and working hours.
- Experience, Qualifications, Knowledge, Skills
- Knowledge of or Proficiency in:
- General office policies, principles, and practices
- Strong technical skills and aptitude
- Software applications, including Outlook, Word, Excel, PowerPoint, Publisher, SharePoint, Microsoft Teams, and Zoom
- Word processing skills
- Composing, drafting, summarizing, preparing, proofreading and/or editing documents, including skill in formatting documents
- The operation of standard office equipment that may include personal computer, copier, fax machines, office and cell phones, and multi-line telephone
- Accounting procedures and mathematics
- Conflict resolution techniques
- Skills in:
- Maintaining confidentiality
- Providing direction and managing work assignments
- Following oral and written instructions and in following through on assignments
- Tracking and prioritizing workload and adapting to changes in work-load demand
- Conducting research related to specific work assignments
- Analytical and problem-solving skills
- Excellent oral and written communications skills
- Proficiency in technical writing skills
- Interpersonal communication
- Strong customer service skills
- Partnership and Community Engagement
- Experience working with communities to build partnerships and gain understanding of unique community needs.
- Demonstrated knowledge and ability of how to engage authentically with client and families.
- Racial Equity, and Social Justice
- Knowledge of equity and social justice principles and practices.
- Experience working with communities striving to overcome systemic racism.
- Leadership
- Demonstrated ability to work independently and as a team member.
- Demonstrated skills and abilities working collaboratively with client and families, community-based groups, service providers, other staff, and programs.
- Ability to meet deadlines.
- Able to be flexible and adjust to changing needs.
- Regular and reliable attendance, effective and respectful oral and written communication skills, and development of effective working relationships are requirements of all Public Health positions.
Licensing, Certification and Other Requirements- Washington State Driver’s License
Desired experience, qualifications, and experience- It is desired or preferred that candidates have direct knowledge and/or experience working in more than one of these communities: U.S born Black/African American, the American Indian/Alaskan Native, and Native Hawaiian/Pacific Islander communities. Our goal is to have a team that is representative of the populations we serve and dedicated to serving clients with quality and compassion.
- Experience being an active, productive contributor within a team environment.
- Knowledge of or Proficiency in:
- 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.
TEMPORARY TELECOMMUTING REQUIREMENT
The work associated with this position will be performed remotely, at least through July 5, 2021 in compliance with King County’s telecommuting mandate. It is possible that the work will be primarily performed remotely on an ongoing basis after July 5, 2021. Employees will be provided with a County issued laptop and must maintain a workspace with an internet connection where they can reliably perform work and remain available and responsive during scheduled work hours. Employees must reside in WA state and within a reasonable distance to their King County worksite to respond to workplace reporting requirements. There will be situations where the employee is required to report to a County worksite. Please note that when an employee conducts work that is likely to bring them in contact with another individual, safety precautions are required by the department in alignment with the Public Health Directive from the Seattle & King County Public Health Officer.
To support employees during this time 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. King County is doing its part to reduce the spread of COVID-19 and remains committed to reducing our carbon footprint.
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/health/about/hiring.htm
- The selected candidate must pass a thorough background investigation.
- 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 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.
Union Affiliation – This position is represented by PROTEC 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
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 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.
02If 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 layoff03Explain your experience and knowledge working with more than one of these communities: U.S born Black/African American, the American Indian/Alaskan Native, and Native Hawaiian/Pacific Islander communities. Please be thorough and explicit on your role and experience.04Please describe your approach to client-centered work.05Do you have experience working in Electronic Practice Management systems that include health records and patient scheduling?- Yes
- No
06If you answered yes to the previous question please describe your experience including where you obtained the experience, the role you held, and the length of time you were in the position. If you answered no, please write N/A07Please indicate all the Microsoft products you have working knowledge of (check all that apply).- Word
- Excel
- Outlook
- Microsoft Teams
- Powerpoint
- SharePoint
- None
08Do you have functional knowledge of medical terminology?- Yes
- No
09If you answered yes to the previous question, please describe your experience including the organization you were with the role you held, and the length of time you were in the position. If you answered no, please write N/A.10Do you have experience handling confidential data and situations with tact and discretion?- Yes
- No
11If you answered yes to the previous question, please describe your experience, including the organization you were with, the role you held, and the length of time you were in the position. If you answered no, please write N/A.Required Question