Administrative Specialist III - Lead
King County
Auburn, WA
Full-time
Administration / Clerical
Posted on May 14, 2019
- Summary
- These positions are open only to Public Health Career Service employees. Application materials submitted by external applicants will not be considered to fill the vacancies identified on this job posting.The Community Health Services Division of Public Health- Seattle & King County is seeking two Administrative Specialist III – Leads (AS III) to join our dynamic, multidisciplinary, and diverse teams at each of our sites - Eastgate and Downtown Public Health Centers, in delivery of health services to the County's most vulnerable people. Eastgate and Downtown are one of our largest centers, where we provide family health, pediatrics, family planning, parent-child health, dental, refugee screening and health insurance enrollment services and ORCA Lift. We serve a diverse low-income population including people who are experiencing homelessness, recent immigrants and refugees, people with complex health conditions, and people with limited English proficiency.
This position supports a broad range of healthcare services in a fast-paced public health center environment that are used by economically, socially and culturally-diverse populations. 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.
Work Location:- Downtown Public Health Center located at 2124 4th Avenue, Seattle, WA 98121
- Eastgate Public Health Center located at 14350 SE Eastgate Way, Bellevue, WA 98007
- In addition to the vacancies listed above, this posting will also be used to select a pool of qualified candidates. This pool of candidates will be used to fill other Career Services AS III positions that may become available between now and January 31, 2020.
Work Schedule:- Downtown – normal work week is Monday – Friday, 8:00 AM – 5:00 PM
- Eastgate – normal work week is Monday/ Tuesday/ Thursday/ Friday, 8:30 AM – 5:30 PM and Wednesday 9:00 AM – 6:00 PM
- Job Duties
- Provide day-to-day assistance with administrative support to the clinic PHSS, PHASS, lead staff physician, and clinic providers.
- Provide backup support when needed to other site Leads and may include clinic front desk and scheduling desk/call center and site interpreter scheduling.
- Perform lead admin coordination to support the clinic, assist 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.
- Build and manage EPIC templates for a busy Residency Primary Care Clinic, Family Planning and Pediatric providers.
- Can be site liaison with Swedish Residency at Downtown and Virginia Mason at Eastgate in regards to template schedule management and responsible for entry of providers' schedules into EPIC Practice Management System.
- Participate with AS III Leads, PPM I and PHASS on process 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 backup support when needed to other site Leads and may include clinic front desk and scheduling desk and site interpreter scheduling.
- 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.
- 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.
- Experience with cash handling and reconciling end of day cash register receipts desired.
- Experience using Word, Excel and Outlook calendar scheduling.
- Experience using EPIC Electronic Practice Management systems in regards to patient registration, patient scheduling, scheduling templates and financial transactions.
- Familiarity with Oracle EBS desired.
- Regular and reliable attendance.
- Bilingual Spanish desired for Eastgate.
- Supplemental Information
Union Affiliation:
This position is represented by the Professional & Technical Employees Union, Local 17.
Application Process:
A complete application packet will consist of the following:- NEOGOV/Government Jobs on-line or paper application
- Response to supplemental questions
Contact:
For more information about the application process, please contact Erika Yanak, Human Resource Analyst, at erika.yanak@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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01Please check the sites you would be willing to work at:
- North Meridian Public Health Center
- Downtown Public Health Center
- Columbia Public Health Center
- Eastgate Public Health Center
- Renton Public Health Center
- Kent East Hill Public Health Center
- Auburn Public Health Center
- Federal Way Public Health Center
- HealthPoint Midway
- North/North East King County
- Eastside
- Southeast King County
- Southwest King County
- City of Seattle
Required Question