Administrative Specialist III Renton Public Health Center

King County   Auburn, WA   Full-time     Administration / Clerical
Posted on October 10, 2021
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Summary

The Community Health Services Division of Public Health- Seattle & King County is seeking a full-time, Career Service Administrative Specialist III HIM Lead to join our multidisciplinary team at Renton Public Health Center, where we provide services to some of the County's most vulnerable people.  At Renton Public Health we currently provide services including Dental, Women Infants and Children (WIC), First Steps (Maternity Support Services and Infant Case Management), Children with Special Health Care Needs, health insurance enrollment services and ORCA Lift, and water testing.  We serve a diverse low-income population including people who are experiencing homelessness and people with limited English proficiency, among many other life stressors. We are mission critical employees and are dedicated to showing up and providing the best care under any and all circumstances.  The successful candidate must have excellent and reliable attendance and stellar customer service skills.

This position is cross-trained to support the site in many ways utilizing several critical skill sets, including HIM (Health Information Management) responsibilities, p-card handling and processing, organizing and maintaining site inventory supply lists and processes, and completing daily cash balancing/reconciliation.  The ASIII-HIM Lead ensures that the maintenance of health records at the center complies with the department and government guidelines and plays a key role in supporting ongoing clinic operations through focusing on records management, ROIs, quality assurance activities and other administrative support functions such as departmental records purge activities.   This position reports to the Personal Health Services Supervisor. The successful candidate must have excellent and reliable attendance, stellar customer service skills in person and over the telephone (discretion, patience, etiquette, professionalism), and be an independent self-starter with excellent time management and organizational skills.   Public Health relies on office automation (Microsoft 365) and other web-based tools. The candidate must be proficient and comfortable with computer use to perform the essential functions of this position. The ASIII position is primarily located at the Renton Public Health Center, but may occasionally travel to other sites for meetings, trainings, or other locations to meet departmental business needs.  

Commitment To Equity And Social Justice: 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.

Job Duties

  • HIM (Health Information Management) activities: 
    • Act as HIM Subject Matter Expert (SME) for the site
    • Perform HIM quality assurance checks periodically; communicate findings and make recommendation.
    • Communicate and coordinate regularly with supervisor regarding HIM ongoing activities, issues and needs 
    • Communicate and coordinate regularly with department HIM Program Manager re HIM work
    • Provide orientation to new providers and staff regarding the functions and support provided by the HIM department  
    • Educate staff on new or revised departmental policies and procedures and ensure HIM Policies and Procedures are followed
    • Function as a resource to clinicians and other providers related to documentation and other health information-related issues
    • Support record management practices for records retention
    • Perform Epic scanning, indexing, and QA Process within the established timeline
    • Represent HIM perspective in meetings, communicate issues that affect the workflow, and find solutions for improvement
    • Assist clients with ROI requests both in person and over the telephone; coordinate with supervisor for ROI assistance
    • Maintain ROI log
    • Process duplicate numbers; coordinate with HIM Project Manager to assist with duplicates from other sites/areas when needed
    • Maintain HIM Inventory supplies 
  • P-Card Purchasing activities:
    • Complete training, application and approval process to become a p-card holder
    • Maintain current and approved p-card holder status per King County policies
    • Purchase and process site supply orders and special order requests from the management team through to completion following per site inventory protocols, schedules and departmental QA processing standards
    • Research, problem-solve and follow-up to complete complex purchases and resolve barriers to maintaining adequate supply inventory
    • Communicate and coordinate with supervisor regarding ongoing inventory supply purchases and p-card activities, issues and needs 
  • Site Supply Inventory activities:
    • Maintain and utilize site inventory and supply lists per established site protocols and Lean principles
    • Communicate and coordinate with KC Warehouse, State of WA Fulfillment Center, and/or other KC approved vendors regarding contracted supply products or special order requests
    • Communicate and coordinate with supervisor regarding any changes to inventory supplies
    • Communicate and coordinate with assigned program point person as needed for inventory supply list questions and changes in vendors
    • Daily Cash Balancing, Reconciling and Reporting activities

Experience, Qualifications, Knowledge, Skills

  • Minimum one year of experience working in a healthcare setting
  • Demonstrated ability to perform daily HIM operations at the site
  • Demonstrated ability to interact professionally with internal and external customers in a flexible and accommodating way
  • Demonstrated ability to communicate effectively, both orally and in writing, with patients, staff, and providers
  • 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
  • Working knowledge of various filing systems, including terminal digit and other health information management operations
  • Demonstrated knowledge and ability to comply with HIPAA, Federal, and State regulatory principles and guidelines
  • Demonstrated knowledge of the proper release of patient information, including understanding federal and state laws and regulations that govern the release of information (ROI)
  • Demonstrated knowledge and ability to apply various records retention guidelines
  • Proficient in Microsoft Office 365, and other web-enabled tools
  • Demonstrated knowledge of medical terminology
  • Demonstrated ability for detail-oriented work and computer data entry skills
  • Demonstrated ability to maintain high levels of accuracy while working quickly to complete duties
  • Ability to stand for long periods, lift 25 to 30-pound boxes, bend, turn and move throughout the Public Health Center during the day with or without reasonable accommodations
  • Demonstrated ability to move up to 35 pounds and the ability to repeatedly stand, stoop, sit, bend, and reach throughout the day with or without reasonable accommodations
  • Must be able to work in a fast-paced environment with changing priorities
  • Demonstrated knowledge of and ability to use essential office equipment
DESIRED QUALIFICATIONS:
  • Demonstrated leadership experience in healthcare preferred
  • Current Registered Health Information Administrator (RHIA) or Registered Health Information Technician (RHIT) credential or the ability to successfully pass the American Health Information Management Association (AHIMA) 
  • Associate of Applied Sciences (AAS), Associate of Applied Arts and Sciences (AAAS), Bachelor of Arts (BA), or Bachelor of Science (BS) in health information 
  • Work experience in an organization that has an electronic health records system
  • Work experience at a site or organization level that involves participation in, and/or leading the implementation of an electronic health record

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.

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 Career Service position is open to all qualified internal and external candidates.

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 complete work history and position duties.
  • Responses to supplemental questions. You must provide complete responses to the Supplemental Questions. Please do not copy and paste your resume or resume sections in the responses to the Supplemental Questions. Doing so will be considered an incomplete application. 
Your application may be rejected as incomplete if you do not include the relevant information in the application. Cover letters and/or resumes are not accepted in lieu of a completed application. Applications and/or Supplemental Questionnaires that state "see my resume" or "see my personnel file" are considered incomplete and will not be accepted.
  • 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.
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 required training on time.
Work location:  Renton Public Health Center, located at 3201 NE 7th St, Renton, WA, primarily clinic-based, with some telecommuting possible. This position may be asked to work at other sites to support program needs.  

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.  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.
 
Work schedule: This full-time position will work from 7:30 am to 4:30 pm, Monday- Friday. Hours are subject to change periodically based on business needs. This position is subject to the Fair Labor Standards Act and is overtime eligible.

Union affiliation:
This position is represented by PROTEC17.
 
Contact:
For more information about the application process, please contact Catherine Fitzpatrick, HR Analyst at Catherine.fitzpatrick@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
Do you have at least one year of experience working in a healthcare setting?
  • Yes
  • No
02
If you answered yes to the previous question, please describe your role and where you worked. If you answered no, please enter n/a.
03
Do you have experience performing daily HIM operations?
  • Yes
  • No
04
If you answered yes to the previous question, please describe the HIM operations work you performed, and the name of the organization for which you performed this work. If you answered no, please enter n/a.
05
Which of the following certifications do you currently possess?
  • RHIT- Registered Health Information Technician
  • RHIA- Registered Health Information Administrator
  • the ability to successfully pass the American Health Information Management Association (AHIMA)
  • None of the above
06
Do you have experience processing Release of Information (ROI) requests in a medical setting?
  • Yes
  • No
07
If you answered yes to the previous question, please describe your role and where you worked in this role. If you answered no, please enter n/a.
08
Do you have experience using standardized processing for business purchase card or P-Card purchasing?
  • Yes
  • No
09
Do you have experience with public or corporate credit card reconciliation processes, ensuring work meets auditing standards?
  • Yes
  • No
10
Do you have any experience working with standardized supply inventory processes?
  • Yes
  • No
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