Administrative Specialist III
- Summary
The Tuberculosis Control Program is seeking two dynamic people for Administrative Specialist III positions supporting a multifaceted and diverse team. If you’re interested in making a difference in the community by helping to treat and eliminate TB, then this is the place for you. The TB Control Program works in conjunction with other local health departments in Washington state to ensure our underserved population has access to treatment and removes barriers so people with TB or Latent TB Infection (LTBI) can receive care regardless of cost.
Both Administrative Specialist III positions are union represented and will report to and work with the TB Operations Manager to support the day-to-day administration and operational functions of the TB Control Program.- One position is a Career Service Lead Administrative Specialist III who will lead a diverse Administrative Support Section team.
- The other position is a Temporary Long-Term position which will serve as backup to the Lead. The temporary long-term position is expected to last at least a year.
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.
To learn more, please visit http://www.kingcounty.gov/equity- Job Duties
JOB FUJOB FUNCTION: LEAD position ONLY FTE: 0.30
- Serve as Lead for Administrative Support Section (2 FTE), including distribution of tasks and ensuring coverage for staff who are out.
- Direct workloads, ensuring all Sections within the Program have adequate administrative support.
- Directly supervise the work-study student position or light duty worker as appropriate.
- Ensure cross training of all administrative support section staff to ensure all staff have a good working knowledge of each function.
- Lead Administrative Support Section staff on annual archiving and purge of records (medical and programmatic).
- Develop and revise training materials appropriate for all Administrative Support Section staff.
- Serve as the Program representative on the Electronic Health Records Administrative Team and Health Information Team.
JOB FUNCTION: General Administration FTE: 0.40 (LEAD position), 0.30 (non-Lead position)- Under direction of the TB Operations Manager, coordinate the implementation of County, Department and Division personnel policies, procedures, and practices in the Section.
- Under limited supervision, independently prioritize and provide office and administration coordination services for the TB Control Program.
- Maintain inventory of vehicles, equipment, and supplies. Coordinate facility and equipment repair/management issues with Harborview Medical Center, King County Construction & Facility Management, and outside vendors.
- Coordinate scheduling of all Class B Refugee clients, including coordination with Relief Organizations and the State Department of Health.
- Receive and respond to all Release of Information requests and ensure compliance with departmental and federal guidelines regarding health records.
- Coordinate and order general office supplies and equipment. Support Section in other purchasing and invoicing needs. Reconcile financial expenses. Understand and apply grant and contract process and protocol and assist project managers in processing and routing grant and contract invoices, utilizing King County’s Oracle software system.
- Monitor EDN notifications, printing forms, tracking on spreadsheet, entering into TB Tracker and routing paperwork to RN.
- Plan and adapt office management processes, procedures, and methods for activities such as records management, document development, document management, reporting, invoice processing, inventory, and travel and training plans. Interpret and apply existing King County policies, procedures, and codes where relevant.
- Support Supervisors in the onboarding process through equipment ordering and training new staff on administrative functions.
- Provide customer service support that includes responding to public inquiries, including public disclosure requests, which may be of a complex and technical nature and providing assistance to other county departments, and employees.
JOB FUNCTION: Financial Administration FTE: 0.30 (LEAD position), 0.10 (non-Lead position)- Provide input and support for all year-end activities
- Work with Clinic Staff to resolve patient billing issues
- Provide and monitor all TB incentives (Taxi, Petty Cash, Imprest, Bus Tickets and Gift Cards) to clients. Reconcile all TB incentive options using County and Department Cash Handling procedures and best practices.
- Place orders, pay invoices, and receive goods using Oracle System and P-Card use as appropriate.
- Coordinate travel arrangements for program staff who have approved travel requirements.
JOB FUNCTION: TECHNICAL / CLERICAL SUPPORT: NON-Lead position ONLY FTE: 0.30
- Create, update, and maintain medical records / charts according to policy; enter data in medical charts and collect and organize charts; file paperwork and charts; assist Lead in annual medical records purge and records archiving. Assist the Operations Manager in conversion to Electronic Health Records (EHR), implementation and follow through.
- Open, sort, review program mail and correspondence to determine action required; distribute mail.
- Coordinate pharmacy requests for and collection of patient medication.
- Track and monitor patient x-rays.
- Weekly chart audit in InfoLinx electronic medical records system
- Manage all medical records projects
- Enter and process civil surgeon requests from outside providers
- Index and scan documents into EPIC electronic medical records system
JOB FUNCTION: CUSTOMER SERVICE: NON-Lead position ONLY FTE: 0.20
- Respond to inquiries from clients and providers regarding public health services.
- Provide clinic and program information that requires limited interpretation of established policies, procedures, and other relevant sources to internal and external customers over the telephone and in person.
- Through established clinic systems, greet, screen and triage clients in person and on the telephone.
- Monitor client flow in the patient waiting area; may deal with sensitive and / or potentially volatile situations.
- Assist clients with complaints and follow up on their concerns.
JOB FUNCTION: PROGRAM COORDINATION: NON-Lead position ONLY FTE: 0.10
- Participate in team and program meetings; help to implement new clinic procedures, program changes, methods, and procedure development to improve efficiency.
OTHER DUTIES – BOTH POSITIONS: These positions are part of a clerical team and will be cross trained to fill in for other clerical positions regularly. Incumbents may be required to train other staff on the duties performed by this position.- Experience, Qualifications, Knowledge, Skills
Required Qualifications – BOTH POSITIONS:
- Proficient in Microsoft Office 365
- Adept at working as a member of a team and will be a strong problem solver, comfortable making decisions within the scope of the role.
- Minimum 2 years in a lead or supervisor role
- Proficient in planning and organizing a large volume of administrative tasks and able to establish work priorities; be adaptable to rapid change; and work effectively under tight timelines and with high profile projects.
- Skilled in internal and external customer service
- Able to lift up to 25lbs
- Demonstrated ability to manage time and multiple priorities effectively, flexing activities with business needs while managing time and completing projects within designated timeframes and deadlines
- 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.
(New) Covid-19 Vaccination Requirement
As of October 18, 2021, most* King County employees are required to be fully vaccinated against COVID-19. If hired, you will be required to submit proof of vaccination by October 18th. People are considered fully vaccinated two weeks after their second dose in a two-dose series or two weeks after a single-dose vaccine. Employees may make requests for a reasonable accommodation based on a medical disability or for sincerely held religious beliefs. Philosophical, political, scientific, or sociological objections to vaccination will not be considered for an exemption or accommodation.
This directive applies to employees in the Executive branch*, the Assessor’s Office, Elections, the King County Sheriff’s Office, and the Executive Office.
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.
Who May Apply
This position is open to all qualified candidates. We are currently recruiting for:- One position is a Career Service Lead Administrative Specialist III who will lead a diverse Administrative Support Section team.
- The other position is a Temporary Long-Term position which will serve as backup to the Lead. The temporary long-term position is expected to last at least a year.
Application Process:
The following items are required to be considered for this vacancy:- An electronic application through www.kingcounty.gov/jobs or www.governmentjobs.com (use the "Apply" link) including work history and position duties.
- Candidates must submit a resume
- Responses to supplemental questions.
- 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 www.kingcounty.gov/depts/health/jobs/hiring.
- 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.
- The selected candidate will be required to submit to 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
The individual selected for this position will have a work schedule typically between the hours 8:00 a.m. to 5:00 p.m. Monday through Friday. This position is FLSA Non-Exempt and is eligible for overtime.
Work Location:The home base for this position is the TB Clinic at Harborview Medical Center, 908 Jefferson St. Seattle, WA 98104.
These positions are hybrid but may be expected to report to the clinic regularly and provide in-clinic coverage when other Administrative staff call out.
Telecommuting
Some of the work associated with this position will be performed through teleworking with reporting to office location and to meetings as needed. Employees will have access to shared workspaces at various King County facilities. Employees must reside in Washington state and within a reasonable distance to their King County worksite to respond to workplace reporting requirements.
Employees will be provided with a County issued laptop and must maintain a workspace with an internet connection (access may be supplemented in some situations) where they can reliably perform work and remain available and responsive during scheduled work hours. Please note that when an employee conducts work that is likely to bring them in contact with another individual, safety precautions are required, including the wearing of masks in some situations. King County is doing its part to reduce the spread of COVID-19 and remains committed to reducing our carbon footprint.
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 that is redefining how we work as we transition to the department's hybrid environment.
Union Affiliation:
This position is represented by Protec 17
Contact:
If you have questions regarding the recruitment process, please contact Debbie Baker, HR Analyst, at debbaker@kingcounty.gov, or 206-263, 4053.
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 experience supporting a multi-disciplinary team with competing priorities?
- Yes
- No
02If you answered yes to the previous question, please describe your experience in detail, including how you obtained your experience, the role you held, and the length of time you were there.03Which of the following choices matches closely with your experience with Microsoft Word?- None
- Less than 1 year
- 1-3 years
- 3-5 years
- 5 or more years
04Which of the following choices closely matches your experience with Microsoft Outlook?- None
- Less than 1 year
- 1-3 years
- 3-5 years
- 5 or more years
05Which of the following choices closely matches your experience with Excel?- None
- Less than 1 year
- 1-3 years
- 3-5 years
- 5 or more years
06Please choose the response below that best describes your experience using Oracle automated payment system- None
- Less than 1 year
- 1-3 years
- 3-5 years
- 5 or more years
07Do you have experience with storing, organizing, and sharing information using SharePoint and Teams and other technology tools?- Yes
- No
08If you answered yes to the previous question, please describe your experience using SharePoint and Teams and other technology tools If you do not have this experience, please put N/A.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