Confidential Secretary I
- Summary
- Public Health – Seattle and King County values diverse perspectives and life experiences. The Department encourages people of all backgrounds to apply, including people of color, immigrants, refugees, women, LGBTQ, people with disabilities, and veterans.
Public Health Seattle & King County (PHSKC) is searching for a Confidential Secretary I 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 a 2-year TLT or special duty opportunity. The Confidential Secretary I 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.
As part of King County government, PHSKC strives to fulfill the King County Strategic Plan's Fair & Just Guiding Principle: King County serves all residents by promoting fairness and opportunity and eliminating inequities. Equity and Social Justice and Best Run Government are two overarching County initiatives that guide the work of JHS.
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.
WHO MAY APPLY:This position is open to all qualified applicants.
FORMS AND MATERIALS REQUIRED:A King County application form, resume, and letter of interest detailing your background and describing how you meet or exceed the requirements are required.
WORK LOCATION:The position is located in the Chinook Building, 401 5th Avenue, Suite
1000, Seattle, WA 98104.
WORK SCHEDULE:The normal work week is Monday – Friday 40 hours per week, specific hours are negotiable.
CONTACT:For questions about this recruitment contact Mark Lacy @ mlacy@kingcounty.gov.
- Job Duties
- Under limited supervision, independently prioritize and provide office coordination and administrative services for the Division Director, Deputy 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, 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.
- Maintain the Division's SharePoint site and act as subject matter expert.
- 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.
- Manage leave request process for JHS nurses. Receive requests, follow established guidelines to approve or deny requests, communicate disposition to requestors. Enter approved leaves on electronic calendar.
- Manage interview process for JHS recruitments. Schedule applicants, interview panels and rooms. Prepare interview materials. Greet applicants arriving for interviews.
- 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
- Under limited supervision, independently prioritize and provide office coordination and administrative services for the Division Director, Deputy 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, routing and tracking correspondence, and other duties all while maintaining a high level of confidentiality.
- Experience, Qualifications, Knowledge, 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.
- Excellent written communication skills that include knowledge of proper English grammar, usage, punctuation, and spelling, and ability to proofread and make appropriate edits.
- 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
- (Word, Excel, PowerPoint, SharePoint, 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- Knowledge of Lean principles
- Direct experience providing administrative, technical, clerical, and customer service support functions in a fast-paced environment.
- Supplemental Information
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.
You must completely fill out the application with your relevant education and work experience. Your application may be rejected as incomplete if you include relevant information only on the resume or cover letter, or if you reference "see resume" on your application.
he selected candidate will be required to pass a thorough background investigation.
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.metrokc.gov/health/about/hiring.htm
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.
ADDITIONAL INFORMATION:
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 notify the contact listed above.
UNION AFFILIATION:
This position is not represented by a labor union.
APPLICATIONS MAY BE OBTAINED AND FILED ONLINE AT:
http://www.kingcounty.gov/audience/employees/careers/jobs.aspx
ALTERNATIVE FORMAT MAY BE OBTAINED BY emailing PH.HR@kingcounty.gov or calling 206- 296-5077
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 demonstrated, successful experience providing administrative support to senior managers in a fast-paced and high-pressure environment?
- Yes
- No
02If you answered yes to the previous question, please describe that experience and provide a specific example of a time when you provided the highest level of administrative support. Indicate the size of the organization, tasks performed, and length of experience. Be specific.03Please indicate office software programs you are able to use at a proficient or higher level.- Microsoft Word
- Microsoft Excel
- Microsoft Outlook
- SharePoint
- Microsoft PowerPoint
04This position requires a resume and cover letter. Did you attach a resume and cover letter?- Yes
- No
Required Question