Leadership Support and Records Management Coordinator
- Summary
The Jail Health Services (JHS) Division of Public Health – Seattle & King County (PHSKC) is seeking diverse applicants who are representative of our King County population, to apply for the position of Administrator II.
JHS searching for an Administrator II to provide a broad and varied range of administrative and direct confidential support to the Jail Health Services (JHS) Division Leadership Team. This position is responsible for a range of advanced administrative and coordination duties such as developing and managing SharePoint sites, managing continuous improvement efforts, organizing productive meetings, managing calendars, and leading relevant projects/initiatives.
The role serves as a primary on-site point of contact for both Leadership and various staff to coordinate, assist, organize, and prioritize various requests 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 Leadership while managing and prioritizing expectations in alignment with the Division vision, mission, commitments and requirements. The Administrator II reports to the JHS Division Director.About Jail Health Services:
JHS provides needed health and social services to the incarcerated population located in the King County jails – King County Correctional Facility (KCCF) in Seattle, WA and Maleng Regional Justice Center (MRJC) in Kent, WA. The primary services we provide include medical, dental, mental health, social and release planning services, treatment of substance use disorders, and pharmaceutical services. We care about the patients we serve and their health outcomes. Our Division includes over 230 employees and a bi-annual budget of over $80 million.
The purpose of JHS is to assure that basic health and human services are available to the incarcerated population in the King County adult correctional facilities: the King County Correctional Facility (KCCF) in Seattle and the Maleng Regional Justice Center (MRJC) in Kent. The JHS vision is Opening doors to healthier, happier lives, and the mission is To assess and stabilize serious health problems for the detained population of the King County Correctional Facility and the Maleng Regional Justice Center with a focus on transition from jail.
Staffed 24 hours per day, 7 days per week, 365 days per year, JHS provides a broad range of health care to all individuals booked into the jails. For inmates with serious mental health or medical conditions, special housing units (psychiatric and infirmary) along with a higher level of services and medical monitoring are provided. Since the inmate population varies both in numbers as well as in acuity of health conditions, staffing is adapted and flexed to meet the constantly changing needs of the inmate-patient population.
JHS staff manage the complex health needs of underserved populations many of whom come to the facility without a regular source of health care on the outside and with poorly managed acute and chronic health conditions.
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.
Applicants should be committed to working with diverse populations throughout King County to provide excellent customer service to a broad range of cultures, in accordance with the King County Equity and Social Justice Ordinance and the King County Strategic Plan.Who May Apply:
This full-time position is open to all qualified applicants.Work Schedule:The normal work week is Monday through Friday, with some evening, night, and weekend work as necessary.
The work associated with this position will be performed through a combination of teleworking complemented with onsite work and 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.- Job Duties
- Under limited supervision, independently prioritize and provide office coordination and administrative services for the Division Director, Deputy Director, Medical Director, and other leadership positions on such tasks as scheduling and coordinating meetings, maintaining calendars, preparing information for internal and external distribution, travel itineraries, handling documents, maintaining the Division’s Microsoft Teams and SharePoint sites, routing and tracking correspondence, and other duties all while maintaining a high level of confidentiality.
- Compose, prepare, draft, summarize, proofread, and edit a variety of documents, including emails, reports, correspondence, through final form to ensure conformance with appropriate use of the English language, specialized terminology, established procedures, and County standards.
- Coordinate travel and training activities including preparing documents for Department approval, making airfare and lodging reservations, processing reimbursement requests, and ensuring compliance with County travel requirements and restrictions.
- Participate in documentation of meetings for Division leadership and other established work teams and provide skilled support in preparation for meetings including scheduling, coordination, communication, technical/AV support, material preparation, agenda-setting support, note-taking, and minutes.
- Track and/or retrieve information and compile data that may require research and analysis. Develop, maintain, and enter data using Excel spreadsheets and prepare summary reports. Assist with the preparation of project reports, presentations, and other documents.
- Process, organize and file records and materials, both written and electronic. Maintain central records management system and/or database system for tracking documents.
- Provide customer service support to internal and external customers, including professional in-person and phone presence, and assisting with efforts to ensure public information such as web pages are updated.
- Work collaboratively with peers, administration, and support staff in various departments and divisions to complete work assignments.
- Provide clerical support including copying, publishing of documents, purchasing and distribution of supplies and office equipment. Provide emergency purchasing support. Provide back up for other administrative support staff as necessary in the event of planned or unplanned absences.
- Other duties as assigned
- Experience, Qualifications, Knowledge, Skills
- 3 to 5 years of experience performing advanced coordination and administrative duties in a professional environment or any combination of experience/education/training that provides the required knowledge, skills, and abilities to perform the work.
- Demonstrated knowledge of equity and social justice principles and how they can be incorporated in the work of administrative and business functions.
- Demonstrated knowledge and experience in the advanced use of SharePoint to support productive teams and administer collections.
- Demonstrated knowledge and experience in leading continuous improvement projects 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.
- Demonstrated skills in coordinating multiple calendars and organizing and prioritizing the incoming work of the JHS Leadership Team.
- Strong interpersonal skills that support a respectful, diverse, and inclusive work environment. Skilled in customer service, problem-solving, conflict resolution, and maintaining confidentiality.
- Proficiency in Microsoft Office 365 environment including Word, Outlook, Excel, and SharePoint. Applicants may be tested on these skills.
- Direct experience providing administrative, technical, clerical, and customer service support functions in a fast-paced environment.
- 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.
- Exceptional planning, time-management, and organizational skills.
- Experience demonstrating the ability to work on multiple projects or tasks simultaneously and producing high quality deliverables in timely manner.
- Strong interpersonal and human relations skills, ability to establish and maintain effective working relationships and to present information in a tactful and diplomatic manner.
- Ability to handle administrative details independently, while exercising good judgment in keeping management and team members adequately informed.
- High level of integrity and discretion in handling confidential information and dealing with professionals inside and outside the County.
- Advanced knowledge and skills using software products such as Microsoft Office suite and software utilized in Division (Word, Excel, PowerPoint, SharePoint, Smartsheet and Outlook).
- 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.
- Experience gathering and analyzing data and creating and managing databases desired.
- Demonstrated punctuality and dependability in daily attendance.
Desired Qualifications:- Experience working in the Public Health field, particularly a state or local public health department.
- Knowledge of and experience with purchasing and related record keeping in a government setting.
- Experience supporting both clinical and administrative leadership roles/positions
- Familiarity with correctional facility environments and related requirements
- 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 your recruiter listed on this job announcement.
Application process:
Applications will be reviewed after the job posting closes. The following items are required to be considered for this vacancy:
- NEOGOV/Government Jobs on-line or paper application
- Supplemental questionnaire responses
- Resume
- Cover Letter
Please do not use "see resume" in your application or answers to supplemental questions as these will be considered incomplete.
Please do not copy and paste your entire resume, or copy and paste your entire job history, as your answers to the supplemental questions as these will be considered incomplete.
You may attach multiple documents if you wish:
- Copy and paste one or more documents into the text resume section of the application.
- Attach multiple documents/files in the resume attachment section.
Your application may be rejected as incomplete if you do not include the standard information in the application. Providing information only in a resume will not be considered a complete application.
Your application materials must validate your answers to the supplemental questions. If your answers cannot be validated, you will not proceed to the next steps of the process.
The selected candidate will be required to pass a thorough background investigation. In the event the job classification requires an exam; an offer of employment will be contingent on passing a pre-employment physical exam and must maintain security clearance.
Supplemental Information:
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.
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.
Staff may be required to play an active role in the event of a public health emergency, which may include changes in responsibilities and working hours.
If you need a disability accommodation in the application or testing process, please call the contact number listed on the job announcement.
Applicants from this job posting may be used to fill temporary or other positions in this classification for a period of up to a 6 months.
Contact:
For more information about the application process please contact Mark Lacy at Mlacy@kingcounty.gov.
Additional Information:
Public Health - Jail Health Services follows and maintains federal and state requirements standards including, but not limited to, Prison Rape Elimination Act (PREA) standards which apply to all public and private institutions that house adult or juvenile offenders. PREA standards preclude the department from hiring or promoting anyone who has engaged in, or been convicted of any conduct which would violate PREA standards related to sexual assault including:
- Sexual abuse in a prison, jail, lockup, community confinement facility, juvenile facility, or other institution.
- Convicted of engaging or attempting to engage in sexual activity in the community facilitated by force, overt or implied threats of force, or coercion, or if the victim did not consent or was unable to consent or refuse; or,
- Has been civilly or administratively adjudicated to have engaged in the activity described above.
The above is in compliance with PREA and its implementing regulations, 28 C.F.R. Part 115, Subpart A, Section 115.17, Hiring and Promotion Decisions.
Union affiliation:Non RepresentedContact:
For more information about the application process please contact Mark Lacy at Mlacy@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
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 3 to 5 years of experience performing advanced coordination and administrative duties in a professional environment or any combination of experience/education/training that provides the required knowledge, skills, and abilities to perform the work?
- Yes
- No
02Do you have experience working independently to provide office coordination and administrative duties such as scheduling meetings, maintaining calendars, travel/training itineraries, tracking correspondence, etc. all while maintaining confidentiality?- Yes
- No
03If you answered "yes" to question #2, please describe and share your relevant timeline of experience. If you answered no, put N/A.04Do you have experience using, creating, and managing Microsoft Team and SharePoint sites?- Yes
- No
05If you answered "yes" to question #4, please describe and share your relevant timeline of experience. If you answered no, put N/A.06Do you have experience providing meeting support (scheduling, technical/AV support, material preparation, agenda-setting, taking notes, etc.) to leadership and/or executive-level positions?- Yes
- No
07If you answered "yes" to question #6, please describe and share your relevant timeline of experience. If you answered no, put N/A.08Do you have experience with various records management functions such as organizing files (both paper and electronic), copying records, publishing documents, creating and maintaining documentation systems, naming conventions, and adhering to records retention schedules?- Yes
- No
09If you answered "yes" to question #8, please describe and share your relevant timeline of experience. If you answered no, put N/A.10Please select your skill level in Microsoft Office 365 tools (Word, Outlook, Excel, SharePoint)- Beginner
- Intermediate
- Advanced
11Are you skilled in basic research and information gathering and knowledge of basic financial principles and practices?- Yes
- No
12If you answered "yes" to question #11, please describe and share your relevant timeline of experience. If you answered no, put N/A.13Do you have experience providing excellent customer service and working collaboratively with peers, administration, and support staff?- Yes
- No
14If you answered "yes" to question #13, please describe and share your relevant timeline of experience. If you answered no, put N/A.15Are you knowledgeable of equity and social justice principles and/or practices and how they can be applied in a work setting?- Yes
- No
16If you answered "yes" to question #15, please describe and share how you believe equity and social justice principles and/or practices can be applied in a work setting? If you answered no, to #15, put N/A.17Are 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.
18If 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