Administrative Specialist III - MEO
King County Medical Examiner's Office is looking for an Administrative Specialist to join their team. The responsibilities of Administrative Specialist III position in the Medical Examiner's Office include performing clerical duties that are specialized and/or technical in nature. The work involves independent judgment of complex and/or sensitive information. Duties include researching specialized or technical information, and providing program-specific information to internal and external customers. This position performs duties under the direction of the Medical Examiner's Office Administrator III.
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.
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.
WORK SCHEDULE: This position has a regular schedule of Monday through Friday, 8:30 a.m. to 5:00 p.m. and may be required to work outside of these hours. At Seattle/King County Public Health we strive to be accessible to those we serve. This position may require flexibility to accommodate different work schedules and work locations.
WORK LOCATION: This position will primarily work at the Medical Examiner's Office at the Harborview Campus. As needed, the position may be deployed to other Public Health Centers and sites throughout King County.
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.
CONTACT: For questions about this recruitment, please email Debbie Baker, Human Resource Analyst at firstname.lastname@example.org or 206-263-4053.
- Job Duties
- Process requests for disposition review through the Disposition Authorization (DA) Program submitted electronically and via fax.
- Perform customer service duties electronically or in person to funeral directors and grieving families.
- Answer multiple phone lines, as well as lines dedicated to the DA Program
- Monitor shared email account, screen all incoming requests, and provide timely updates to funeral homes; monitor office fax machine for any incoming fax requests
- Review information from funeral directors and medical certifiers, performing data entry on requests generating an official record for review
- Present information about disposition review cases to forensic pathologists and forensic medicolegal death investigators for approval and appropriate follow-up investigations
- Provide official disposition approval to funeral homes prior to death certificate filing
- Review daily requests to ensure appropriate billing, and scan all daily disposition requests for proper retention
- Maintain retention schedule for disposition authorization program, disposing of records consistent with the King County retention policy
- Review billing statements with funeral homes and assure accounts remain current as services are provided
- Answer telephone calls to the designated disposition authorization lines and respond or refer calls appropriately
- Provide in-person assistance to funeral homes arriving at the reception window
- Interpret state statutes and King County policies regarding releasing public and confidential Medical Examiner records
- Perform administrative duties such as copying and filing records containing protected medical health information.
- Provide assistance in preparing death certificates using the statewide Electronic Death Registration System (EDRS), including preparing of formal affidavits for correction
- Provide back-up support in legally and appropriately releasing personal effects and evidence to funeral directors
- Other duties as assigned
- Experience, Qualifications, Knowledge, Skills
- Ability to communicate effectively orally and in writing; establish and maintain effective working relationships with a diverse range of staff, community partners, and the general public; handle difficult interpersonal interactions with discretion and diplomacy; and work both independently and as a member of a team.
- Ability to update, and maintain program databases and logs; accurately enter and track data; and generate reports.
- Ability to work in a Windows environment and use Microsoft products to complete assigned tasks, including: Word for word processing, Excel for spreadsheet creation, maintenance, and reports; and Outlook to communicate with clients and staff.
- Ability to prepare for meetings which include setting up PowerPoint presentations, virtual meetings via Skype and conference phone lines, copying and preparing packets for meetings.
- Maintain and update various lists, records, and files using Access, Excel, and other databases assuring data is retrievable and properly archived.
- Demonstrated ability in prioritizing work load and adapting to changes in work load demand
- Possesses initiative and accountability skills for work product and service of sensitive matters
- Operate standard office equipment including personal computer, telephone, fax machine, label maker, printers and scanners. Responsible for coordinating maintenance of community office equipment and coordinating the removal of surplus items.
- Ensure sensitive and confidential information is kept private and secure; adhere to department policies and procedures.
- Ability to lift up to 25 pounds
- Supplemental Information
- 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
- 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.
NECESSARY SPECIAL REQUIREMENTS:
- The selected candidate will be required to pass 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 their mandatory trainings on time.
This position is represented by WSCCCE L1652-Medical Examiner
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.
01Do you have experience providing customer service by phone and/or in person?
02If yes, please describe the customer service you provided, including the setting, level of demand, and whether and the level of sensitivity of the information shared. Also share how you determined which questions to answer, and which to refer to another person in the office.03Do you have experience working in a fast-paced, customer service-related environment?
04If yes, explain where you gained that experience and how you worked with customers.05The King County Medical Examiner's Office uses a specific case management software system modified for use in our office. Have you ever used case management software?
06If yes, please list the specific type, and what you have used it for. If you have used programs for Coroners and/or Medical Examiners offices, please note which one(s).07The person in this role will routinely release property to funeral homes at the same times as decedents are released to them. As a result, the person in with position will be in the same room as decedents. Do you feel comfortable with that?
08If yes, please tell us how you have or will personally process being in the presence of decedents.09Do you have experience organizing meetings via web platform and/or taking minutes?
10If yes, explain where you gained the experience and what platforms you're familiar with. What types of meetings have you coordinated or taken minutes?11Are 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?
12If 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
- 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.