Administrative Staff Assistant

King County   Seattle, WA   Full-time     Administration / Clerical
Posted on October 13, 2021
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Summary

 
We have a Term Limited Temporary/special duty Administrative Staff Assistant position for the COVID-19 Vaccination Team within the Communicable Disease Epidemiology and Immunization Section (CD IMMS) at Public Health – Seattle & King County. This position will provide organizational and clerical support in a fast-paced work environment to Public Health’s COVID-19 Vaccine Program.

Job Duties

  • Provide organizational and administrative support to Public Health’s COVID-19 Vaccine Program within the Prevention Division’s Immunizations section.
  • Gather information, compile notes, and provide key updates from partner calls, webinars, and guidance documents.
  • Report program updates during internal workgroup meetings
  • Maintain and organize documentation on Microsoft Teams.
  • Schedule meetings with internal workgroups and external partners.  Coordinate preparation of agendas, meeting notices, and meeting notes.
  • Manage vaccine program email inbox, responding or assigning emails for response.
  • Support recruitment, hiring, onboarding and offboarding for program staff
  • Supervision of program administrative specialist 
 

Experience, Qualifications, Knowledge, Skills

  • Experience performing a variety of complex duties of moderate difficulty, in positions which involved independent judgment and extensive knowledge of policies, procedures and responsibilities in an office setting;
  • Demonstrated strong organizational skills;
  • Ability to deal with ambiguity and effectively cope with change and shifting schedules; can adapt comfortably to changes in tasks and work environment;
  • Learns quickly when facing new challenges and is open to change; enjoys the challenge of unfamiliar tasks; open to finding new solutions and uses good judgment and quality decision making;
  • Skilled in attentive and active listening and has patience to hear out others;
  • Establishes priorities and uses time management, self-direction, resources and tools to complete multiple tasks simultaneously with extreme accuracy;
  • Skilled in creating, editing and proofreading professional documents with accurate grammar, spelling and formatting with high attention to detail. Articulates complex and technical messaging in email and documents;
  • Provides excellent customer service skills and maintains a professional demeanor at all times. Uses tact and discretion in difficult communications;
  • Understands the importance of integrity, trust and confidentiality, and accountability in the workplace;
  • Demonstrated proficiency with Microsoft Office products: Word, PowerPoint, Excel, Outlook, SharePoint, and Teams
  • Commitment to equity and social justice principles and practices.
  • Demonstrated oral and written communication skills, including the ability to work with people of diverse backgrounds.

 Desired Qualifications:
  • Knowledge of public health terminology or demonstrated ability and experience learning other professional terminology;
  • Experience with vaccine-preventable diseases and disease control measures;
  • Bachelor’s degree in public health, or related field;
  • Experience in creating technical documentation; and
  • Experience with supervising and mentoring others 

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 upon hire.  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 a full time Term Limited Temporary (TLT)/Special Duty Assignment (SDA).  

Work Schedule
The individual selected for this position will have a flexible work schedule typically between the hours 8:00 a.m. to 5:00 p.m. Monday through Friday. This position FLSA Non-Exempt and is eligible for overtime.
 
Work Location: 

The home base for this position is Chinook Building located in Downtown Seattle, Chinook Building, 401 5th Ave., Suite 1300, Seattle. This position will predominantly telecommute.   


Telecommuting
The work associated with this position will be performed predominantly 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 not represented by a labor union.

Contact:
If you have questions regarding the recruitment process, please contact Debbie Baker, HR Analyst, at debbaker@kingcounty.gov, or 206-263-4053
 
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.
  • Responses to supplemental questions.
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 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.

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 any background in public health, health education, nursing, health services, veterinary, clinical, or related fields?
  • Yes
  • No
02
If you answered 'yes" to the previous question please describe in detail your experience. If you answered "no", please type N/A.
03
Do you have knowledge of domestic immunization programs and an understanding of how some communities have historically been disproportionately impacted by healthcare systems and access to vaccines?
  • Yes
  • No
04
If you answered 'yes" to the previous question please describe in detail your knowledge and understanding. If you answered "no", please type N/A.
05
Equity and Social Justice are fundamental to the work of PHSKC. Drawing from examples in your personal and professional experience with diverse populations and cultures, what actions/considerations can support equity in this role?
06
Do you have experience creating, editing, and proofreading professional documents?
  • Yes
  • No
07
If you answered yes to the previous question, please describe your experience in detail, where you gained the experience, the role you held, and the length of time you were there. If you answered no, please put n/a.
08
Do you have experience in notetaking and preparing oral and written reports?
  • Yes
  • No
09
If you answered yes to the previous question, please describe your experience in detail, including where you gained the experience, the role you held, and the length of time you were there. If you answered no, please put n/a.
10
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.
11
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