Administrator II - Admin Support
- Summary
Public Health – Seattle & King County is currently recruiting an Administrator II Term-Limited Temporary (TLT) or Special Duty Assignment (SDA). This Term limited, special duty position will oversee the administrative functions for the Communicable Disease Epidemiology and Immunization (CD-Imms) Section. This role includes oversight of the Section’s administrative staff and coordinating with section managers, supervisors and leadership to procure goods and services for the section. This position reports to the Logistics Health Services Administrator (HSA) I.
This vacancy can also be filled as a Special Duty opportunity.
For Special Duty Assignment interest, you must be a Career Service, Career Service Exempt or other regular (non-temporary) employees in King County who have completed their initial County probation. You must have supervisor approval prior to taking a Special Duty Assignment.
Term-Limited Temporary positions are "at-will" positions but are eligible for benefits.
In accordance with the King County Equity and Social Justice Ordinance and the King County Strategic Plan, the positions support and advance Public Health 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 community members.
COMMITMENT TO EQUITY AND SOCIAL JUSTICE:
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 Function #1: Provide administrative & operational support for the Section's infrastructure (45%-time estimated)
- Assist Section Supervisors in coordinating the onboarding and offboarding of staff for the section, including coordinating interviews, submitting Hire Request forms, updating Workforce, coordinating and managing equipment, technology and supplies.
- Order and maintain computer equipment and inventory. Coordinate and maintain telecommunication and electronic equipment for the section, including response groups, after hours call centers, hotlines, Teams automated attendants, and multiple voicemail boxes associated with the Section. Manage and troubleshoot any issues with the 24/7 telephone system for the section.
- Work with King County facilities to initiate and coordinate space planning and building requests on behalf of the section.
- Assist Section supervisor in reporting and reviewing incident reports in Origami (L & I claim, Accidents & Incidents, Harassment, HIPAA violations, etc.)
- Assist Section supervisors and managers with tracking staffing coverage and scheduling for Section/Team staff, including alternate schedules and after-hours call schedules.
- Manage and coordinate permissions for Electronic Medical Records access for the section.
- Oversee the archiving and retrieval of case reports for the Section to the KC Records warehouse according to established policies and prescribed guidelines.
- Oversee Public Health vehicles assigned to Section are properly maintained and vehicle reservation system is maintained. This includes ensuring staff or visitors to the section have completed all necessary requirements to drive or ride in Public Health vehicles.
- Responsible for procuring goods and services for the section. Develop routine contract specifications, including scope of work. This includes working with Finance & Business Operations to maintain current service contracts, placing bids for goods and services if an established contract is not available, requesting and/or reviewing Business Associate Agreements (BAA).
- Run simple database queries, including quality assurance reports.
Job Function #2: Oversee and coordinate the administrative functions of the Administrative Support Staff (45% estimated)- Oversee the section’s Administrative Support Team of 11 staff members. This includes directly supervising two Public Health Administrative Support Supervisors (PHASS).
- Develop and coordinate programs or projects for assigned work unit. Meet weekly with the PHASS to review and coordinate ongoing work assignments and to also ensure Administrative staff needs are being addressed and met.
- Act as a representative on behalf of the Administrative Team. Work with section supervisors and managers to coordinate work assignments and projects for the administrative team. Attend Division or Department meetings on behalf of the Administrative Team.
- Keep section managers, supervisor and Section HSAs aware of urgent issues that arise as well as current and potential challenges in accomplishing work tasks and deliverables
- Oversee Administrative Team’s processes and protocols to ensure training materials, policies and procedures are updated.
- Act as back up to PHASS/Administrator I when required.
Job Function #3: Support Section’s HSA leadership functions and/or represent the Section in meetings and other forums as requested (10%-time estimated)- Attend Section and Division or Department meetings upon request and provide support to the Section for administrative functions as requested by Supervisor.
- Interpret and provide management with information on current administrative policies and procedures and legislation.
- Assist Section’s Business Finance Officer research and analyze financial data, including identifying revenues, expenditures and discrepancies and conducting some basic forecasting; prepare financial reports and make corrections within established parameters.
Perform other duties as assigned- Experience, Qualifications, Knowledge, Skills
- Must have a valid Washington State License upon hire.
- Demonstrated experience providing high level administrative support in a business or government setting.
- Knowledge of supervisory principles and practices
- Skills in providing direction to others
- Collaborative working style with the ability to independently initiate and coordinate projects.
- Excellent communication skills, both oral and written, including understanding and executing complex verbal and written instructions.
- Excellent interpersonal skills, including considering and responding appropriately to the needs, feelings, concerns and capabilities of a wide diversity of people in different situations. Ability to be tactful, compassionate and sensitive, and treat others with respect.
- High level of proficiency with Microsoft Teams, Outlook, Word, Excel, SharePoint and Adobe Acrobat.
- Ability to learn management of shared network drives and Microsoft Teams sites quickly.
- Ability to organize and prioritize multiple work assignments and deadlines including the ability to work on multiple projects simultaneously, with high attention to accuracy, detail, and within tight timeframes.
- Able to adapt to changes in workload, priorities, and deadlines.
- Comfortable working with, supporting, organizing, and sometimes giving direction to people in high levels of authority within the organization.
- Excellent negotiation and problem-solving skills and demonstrated ability in working effectively with others to build programs and standardize protocols and procedures.
- Strong familiarity with principles of equity and social justice and ability to apply equity and social justice principles in the workplace.
- Excellent collaboration skills, including ability to work with staff with a diversity of needs, skills, and personalities.
- High integrity and ability to maintain confidentiality.
- Excellent team player skillset with ability to engage in ways that enable overall team efficiency.
- Collaborative working style with the ability to independently initiate and coordinate projects.
- Knowledge and ability to apply proper grammar, punctuation, and sentence structure to documents.
- Strong skills in project management and strategic planning, with a high level of organization and strong attention to detail.
- Comfort with ambiguity, flexibility, and adapting to shifting priorities and plans in a fast-paced environment with many moving parts.
- Excellent relational skills, oral and written communication, organizational and negotiation skills; including ability to work productively with different levels of management and staff during challenging conditions.
- Experience with government processes and operations.
- 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: These positions are open to all qualified candidates.
A Special Duty Assignment (SDA) position is open to all King County career service employees who have completed their initial County probation. You must have supervisor approval prior to taking a Special Duty Assignment.
WORK SCHEDULE: Monday through Sunday, 40 hours per week, which may including evenings. This position is subject to the Fair Labor Standards Act and is overtime eligible where time exceeds 40 hours per week. 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. Overtime during evenings and weekends may be required as part of emergency response. The duration of this Special Duty/Term-Limited Temporary position is through February 2023.
Telecommuting
Some of 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.
CONTACT: If you have questions about your application or the application process, please contact Debbie Baker Human Resource Analyst, at debbaker@kingcounty.gov or 206-263-4053.
APPLICATION PROCESS:
A complete application packet will consist of the following:- NEOGOV/Government Jobs on-line or paper application
- Supplemental questions
- Copy and paste one or more documents into the text resume section of the application.
- Attach multiple documents/files in the resume attachment section.
Applications and/or Supplemental Questionnaires that state "see my resume" or "see my personnel file" are considered incomplete and will not be accepted. Cover letters and/or resumes are not accepted in lieu of a completed application. Do not copy and paste content from a CV or resume as a substitute for answering the supplemental questions. Answers to the supplemental questions will be used to identify eligible candidates for this position; please provide detailed responses to these questions.
TIMELINE: Candidates who pass the initial screening (based on their responses to the supplemental questions) will be contacted approximately 2-3 weeks after the application period closes. Eligible candidates will be invited to at least one (and possibly two) interviews. Candidates will generally be notified of a final decision within 1-2 weeks of their interview date.
- 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/healthservices/health/jobs.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.
- 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 a role as a first responder in the event of a Public Health emergency.
NECESSARY SPECIAL REQUIREMENTS:- The selected candidate must 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 not represented by a labor union.
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 providing high level administrative support in a healthcare or government setting?
- Yes
- No
02If you answered "Yes" to question #1, describe your experience. Include the setting(s), years of experience, number of staff you have supervised, and bodies of work you have led or supervised. If you do not have this experience, please type N/A.03Do you have at least 2 years expertise leading and/or supervising bodies of work?- Yes
- No
04If you answered "Yes" to question #3, describe your experience leading and/or supervising bodies of work. Include the setting(s), years of experience, number of staff you have supervised, and bodies of work you have led or supervised. If you do not have this experience, please type N/A.05Do you have industrial experience in purchasing, where the primary duty was purchasing, working with procurement, and researching vendor contracts?- Yes
- No
06If you answered "Yes" to question #5, describe any work experience in purchasing. Include the setting(s), years of experience, and examples of duties and level of responsibilities you had working with procurement and with researching vendor contracts. If you do not have this experience, please type N/A07Do you have at least 2 years' experience working in a fast-paced, customer-service-oriented environment?- Yes
- No
08If you answered "Yes" to question # 7, Please describe your work experience in a fast-paced work environment and how that will help you thrive in this position.09King County has transformed its work on equity and social justice from an initiative to an integrated effort that applies the principle of "fair and just" intentionally in all the county does in order to achieve equitable opportunities for all people and communities Please describe your experience promoting diversity, equity, and social justice in an organization or the community.10Do you or will you have a valid Washington State Driver's License upon hire?- Yes
- No
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?- 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.
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 layoffRequired Question