Human Resources Projects and Records Administrator (Administrator II)
- Summary
Human Resources of Public Health – Seattle & King County (PHSKC) searching for an Administrator II to provide a broad and varied range of administrative support to our section. This position is responsible for a range of advanced administrative and coordination duties such supporting the development of SharePoint/Teams sites for workgroups in our section, moving forward continuous improvement efforts, leading relevant projects/initiatives, including our sections move to electronic records.
The role serves as a primary point of contact for the Departments move to electronic personnel records. They will also work to coordinate, manage, organize, and prioritize various projects and tasks as needed on a daily basis. ?Successful candidates for this role must have the ability to understand and fulfill the varying needs of the section, while managing and prioritizing expectations.
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
Independently develop, manage and coordinate programs or projects for Public Health HR.
Manage all aspects of department human resources paper and electronic records – filing, documenting, retaining, auditing, researching, preparing for disposition.
Provide guidance, training, and coaching to other employees and sections regarding records requests, disclosures, retention, and management.
Represent DPH HR in groups and committees regarding electronic records, record management and compliance, and record handling; develop policies and procedures for proper records handling for any/all aspect.
Train and coach on proper use of internal and county-wide physical and electronic records management systems, including Laserfiche, KC ERMS, and Content Manager (CM).
Official records custodian, ensuring security and confidentiality of personnel, medical, and other records containing personal, sensitive, and/or confidential information; provide agency representation during file review to ensure contents of files are not disturbed.
Interpret records management policy and provide assistance in following records management best practices involving the full lifecycle management of records and information in all formats.
Participate in strategic planning efforts and help develop and/or revise policies and procedures for assigned work unit. Assist with process improvement efforts for HR workgroups.
Provide lead direction to assigned support staff on a project basis.
Support the Employment and Leaves Team with administrative functions, including, on-boarding documentation and leaves processing.
Interpret and provide management with information on current administrative policies and procedures and legislation.
Make presentations and respond to questions from internal and external customers to HR.
Prepare presentation materials and publications for internal use.
Stay apprised of changes to federal, state, and local laws, policies, and procedures.
Review, scan, label, file, and audit human resource and operational documents, including but not limited to confidential documents, documents subject to public disclosure, and personnel records; prepare, maintain, and reconcile indexes and inventory tracking systems.
Maintain confidentiality for active, ongoing, and completed investigations regarding recruiting, personnel, and medical files.
- Experience, Qualifications, Knowledge, Skills
Demonstrated skills in analysis and problem solving, program evaluation.
Demonstrated skill and comfort with leading the work of others. Providing timely feedback and direction to staff providing administrative support.
Demonstrated ability managing projects independently, including the ability to work on multiple projects or tasks simultaneously and producing high quality deliverables in timely manner.
Ability to rapidly switch tasks, coordinate complex multi-step projects, independently prioritize and re-prioritize tasks depending on workflow, and work with frequent interruptions.
Strong customer service skills and a commitment to quality, including an ability to establish, build, and maintain internal and external customer satisfaction.
Demonstrated knowledge of equity and social justice principles and how they can be incorporated in the work of administrative and business functions.
Demonstrated knowledge of the continuous improvement process and using visual management to display performance metrics.
Demonstrated knowledge of organizational, time management and prioritization techniques and demonstrated ability to consistently apply those in a fast-paced, high-pressure environment.
Strong interpersonal skills that support a respectful, diverse, and inclusive work environment. Skilled in customer service, problem-solving, conflict resolution, and maintaining confidentiality.
Demonstrated ability to communicate effectively to all levels of the organization and the public.
Skilled in writing and editing documents using proper punctuation, grammar, and sentence structure.
High level of integrity and discretion in handling confidential information and dealing with professionals inside and outside the County.
Knowledge of the operation of basic office equipment, including copier, fax machine, personal computer, printer, projector, scanner, etc.
Skill in basic research and information gathering and knowledge of basic financial principles and practices.
Desired qualifications:
Knowledge of King County Human Resource policies, practices, and procedures
Project management and change management tools and techniques; experience transitioning from paper to electronic records.
Familiarity and experience with Washington State and King County retention schedules; knowledge of government records and systems.
- 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.
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 position is open to all qualified internal and external candidates. To be considered as a Special Duty applicant, you must be a current Career Service, King County employee who has successfully passed probation and must get your supervisor's approval if this assignment is offered to you.
Duration of position
This assignment is expected to last one year.
Application Process
The following items are required to be considered for this vacancy:- Job Application
- Letter of Interest—detailing your background and describing how you meet or exceed the requirements
- Responses to 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.
- 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.
- 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.
This position is non-exempt from the provisions of the Fair Labor Standards Act and is overtime eligible. The regular work week is 40 hours, Monday through Friday, 8:00 a.m. to 5:00 p.m.
Work Location:The primary work location of this position is in King County - Chinook Building, 401 5th Ave., Seattle, WA 98104.
Telecommuting
The work associated with this position will be performed predominantly in a hybrid work environment working in the office and at home.
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:
For more information about the application process, please contact Nic Horea, Senior Human Resource Analyst at nicolae.horea@kingcounty.gov or 206-263-8736.
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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01Are 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.
02If 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