Administrative Specialist III - South Regional Team

King County   Auburn, WA   Full-time     Administration / Clerical
Posted on November 23, 2022
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Summary

The Community Health Services Division of Public Health- Seattle & King County is seeking an Administrative Specialist III – Lead (AS III) to join our dynamic, multidisciplinary, and diverse teams on the South Regional Team to delivery of health services to the County's most vulnerable people.  The South Regional Team, covers the south King County, providing WIC and Parent Child Health services.
 
 This position supports a broad range of healthcare services in small teams at sites co-located with community partners. The successful candidate must have excellent customer service skills in-person and over the telephone (discretion, patience, etiquette professionalism), and must be an independent self-starter with excellent time management and organizational skills.  The candidate must be able to work with supervisors and staff to develop and promote a team-centered atmosphere to facilitate operations which are efficient and provide maximum service delivery to clients.
 
 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.
 

Job Duties

  • Provide day-to-day assistance with administrative support to the Area Manager and WIC/First Steps PHSS. 
  • Provide backup support when needed to other sites. May include clinic front desk and scheduling desk/call center and site interpreter scheduling. 
  • Perform lead admin coordination: to support the clinic such as assisting the front desk admin staff in patient check-in/registration and appointment scheduling for the scheduling of new and established patients. 
  • Individual duties may include: composing, proofreading, editing and copying documents and forms, creating agendas, creating spreadsheets; scheduling and supporting clinic meetings which includes taking of meeting minutes and also may involve equipment set up and break down. May work in Excel, Power Point, Share Point and Daily Cash Deposits. 
  • Participate in Leadership Team on flow discussions and overall quality assessment processes in regards to implementation of department-wide systems and procedures relative to approved protocol. 
  • Purchasing support for Clinic using Oracle EBS. 
  • Provide support to site recruitment efforts, participate on interview panels; assist with onboarding new employees, provide new employee orientation.  Train staff to EPIC, cash handling, scheduling/call center and other trainings as required.
  • Lead Safety Committee work.

Experience, Qualifications, Knowledge, Skills

  • Ability to provide a consistently high level of customer service with discretion, patience and professionalism, based on accepted customer service principles and departmental standards.
  • Demonstrated ability to communicate with staff and clients in a pleasant, non-judgmental, respectful and culturally-sensitive manner under varying levels of stress. 
  • Strong interpersonal, conflict resolution and problem solving skills. 
  • Ability to work independently and maintain confidentiality. 
  • Ability to interact with patients around potentially sensitive issues and/or volatile situations. 
  • Skilled working in Electronic Practice Management systems that include health records, patient scheduling, and financial transactions. 
  • Skilled at problem solving and troubleshooting. 
  • Skilled at working both as part of a multi-disciplinary team and independently. 
  • Skilled at organizing, prioritizing, multi-tasking and adapting to changes in work load demands. 
  • Skilled at training staff on changes, and updates of department-wide guidelines and procedures. 
  • Skilled at identifying when triage by healthcare staff is needed and identifying potential emergency situations early and responding accordingly. 
  • Skilled at cash handling, including making change and reconciling a cash register. 
  • Skilled in working under time constraints and meeting deadlines. 
  • Skilled in the use of office equipment (e.g. multi-line telephone, fax machine(s), scanner, copier, and printer(s). 
  • Demonstrated ability to pay attention to detail.  Skilled at handling confidential data and situations with tact and discretion. 
  • Demonstrated ability to provide administrative support to multiple sections; evaluate and manage competing demands and ensure office needs are met; prioritize workload while meeting critical deadlines and maintaining accuracy of work. 
  • Demonstrated ability to prepare, format, proofread, and edit documents including correspondence, letters, policies, and reports; create and maintain electronic and hard copy documents and files, databases and logs, and accurately enter and track data. 
  • Functional knowledge of medical terminology. 
  • Involves independent judgment of complex and/or sensitive information. 
  • Demonstrated ability to move up to 25 pounds in order to move boxes and replenish office supplies.  This may involve intermittent lifting, standing stooping, bending and reaching during the course of the work day.

 DESIRED QUALIFICATIONS
  • Demonstrated ability to provide a consistently high-level of customer service with discretion, patience and professionalism, based on accepted customer service principles and departmental standards. 
  • Demonstrated ability to communicate with staff and clients in a pleasant, non-judgmental, respectful and culturally-sensitive manner under varying levels of stress. 
  • Experience using Word, Excel and Outlook calendar scheduling. 
  • Attention to detail and performance and process improvements.
  • Experience using EPIC Electronic Practice Management systems in regards to patient registration, patient scheduling, scheduling templates and financial transactions. 
  • Experience with Oracle EBS. 
  • Regular and reliable attendance. 

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.

COVID-19 Vaccination Requirement

King County Executive Branch employees are required to be fully vaccinated against COVID-19. If you are the successful candidate for the position you applied for, the County will send you a conditional offer letter.

As a condition of employment, prior to a final offer of employment, you will be required to:

  • submit proof of vaccination, or
  • have an approved request for medical or religious exemption and an approved accommodation. Philosophical, political, scientific, or sociological objections to vaccination will not be considered for an exemption or accommodation.
People are considered fully vaccinated against COVID-19 two weeks after receiving the final dose of a vaccination approved by the Center for Disease Control and Prevention (CDC).

The Executive Branch includes employees in the Executive branch, the Assessor's Office, Elections, the King County Sheriff's Office, and the Executive Office.

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 the recruiter listed on this job announcement.

Who May Apply:
This full time career service position is open to all qualified candidates.  

Work Location:
All south county regional sites with office space primarily at Birch Creek and White Center. Coverage and support may require travel and work at other sites
.
Work Schedule:  
Hours may vary from 7:30 – 5:30. There may be expanded hours beyond this and weekends in the future to align with program needs.

Additional Information
The selected candidates will be required to pass a thorough background investigation.
 
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/jobs/applying.aspx
 
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 adhere to OSHA/WISHA guidelines including but not limited to completing their mandatory trainings on time and obtaining required immunizations, including Covid-19 vaccination.
 
Regular and reliable attendance, effective communication skills, and development of effective working relationships are requirements of all Public Health positions.
 
Employees are required to protect the privacy and security of protected health information as defined in State and Federal Law.
 
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 announcement. 
 
Union Affiliation: This position is represented by PROTEC 17, Professional & Technical Employees Union.

Contact:
For more information about the application process, please contact Dawnette Yust, HR Analyst at dawnette.yust@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 demonstrated experience working with people from a variety of racial, ethnic, cultural, and/or socioeconomic backgrounds? This may be defined as volunteer work, community organizing, and/or paid work.
  • Yes
  • No
02
If you answered yes to question #1, please describe your experience. If you answered no, type N/A.
03
Do you have experience supervising the work of others and providing coaching when needed? Again, in addition to paid work, volunteer work, community organizing, etc. could apply.
  • Yes
  • No
04
If you answered yes to question #3, please describe your experience. Include the employer or organization, the position you held and length of time. If you answered no, please describe any relevant experience even if it is not directly related.
05
Do you have experience using Microsoft Office 365, MS Teams, Outlook calendar scheduling?
  • Yes
  • No
06
If you answered yes to question #5, please describe your experience using Microsoft Office 365, MS Teams, Outlook calendar scheduling. If you answered no, please type N/A.
07
Do you have experience using electronic health records systems?
  • Yes
  • No
08
If you answered yes to question #7, please describe your experience, including the systems and level of expertise. If you answered no, please type N/A.
09
Please indicate the office equipment you are proficient using. (Check all that apply)
  • Multi-line Phone
  • Copy Machine
  • Printer
  • Label Maker
  • Scanner
  • Fax Machine
  • None of the above
10
Are you able to lift 30 pounds with or without accommodations?
  • Yes
  • No
11
Are you able to stand on stools, reach above head, kneel, bend, stoop, push cart and navigate through multi-story building using stairs for up to six hours a day?
  • Yes
  • No
12
Are you applying to this position as an eligible current or previous King County Employee Priority Placement Program Participant? 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? 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. Additionally, the position I was laid off from was the same or a higher percentage of FT status when compared to this one.
  • No.
13
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