Administrative Specialist II

Full Job Description

Public Health – Seattle & King County’s Tuberculosis (TB) Program is seeking a dedicated and detail-oriented Administrative Specialist II to serve as a key member of our Administrative Services team.

Position Summary

This position plays a vital role in managing confidential medical records, coordinating with ancillary departments, monitoring and processing federal TB-related notifications, communicating with healthcare staff, and entering information into the electronic health record system, EPIC.

Temporary opportunity. Term-Limited Temporary (TLT) positions are "at-will" positions that are eligible for benefits. This TLT is currently anticipated to last through July 31, 2026.

However, funding sources for this work remain uncertain and dependent upon decisions actively being made at both the federal and local levels.

As a result, the end date of this position may be adjusted based on those decisions. The County and the Department continue to work to secure long-term funding sources.

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) employee in King County who has completed their initial King County probation.

You must have supervisor approval prior to taking a Special Duty Assignment.

This posting will create a list of qualified candidates that may be considered for selection of additional vacancies of the same position type over the next 6 months.

Background

The Tuberculosis (TB) Program works to promote health and quality of life by preventing the spread of tuberculosis in King County.

We collaborate with healthcare providers, community partners, and city/state agencies to ensure effective TB care and prevention and further our vision of a TB-free King County.

Public Health – Seattle & King County ("PHSKC", "Public Health", or "the department") is the Public Health Department for King County, Washington which includes 39 cities, including the City of Seattle, and unincorporated areas. Public Health is one of the largest metropolitan health departments in the United States with over 1,600 employees. With a biennial budget of nearly $1 billion, the department serves approximately 2.3 million people of King County who reside in urban, rural, shoreline, foothill, and mountain communities with distinct environments and unique public health needs. We operate primary care, dental, sexual and reproductive health, parent child health, and other health care-related services throughout King County across 40 sites and mobile clinics. King County is an international port of entry, welcoming nearly 40 million visitors annually. Over 100 languages are spoken by King County residents.

Commitment To Equity and Social Justice
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.

The county government has 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 all communities are incorporated into our emergency planning and public outreach efforts.

We recognize that structural racism consists of principles and practices that cause and justify an inequitable distribution of rights, opportunities, and experiences across racial groups. Since declaring Racism is a Public Health Crisis in June 2020, King County and Public Health committed to being intentionally anti-racist and accountable to Black, Indigenous and People of Color communities.

To learn more, please visit: http://www.kingcounty.gov/elected/executive/equity-social-justice.aspx.

Work Schedule
The typical work week is Monday through Friday, 8:00am–4:30pm, 40 hours per week. This position is designated as hourly/non-exempt under the regulations of the Fair Labor Standards Act (FLSA), which means it is overtime-eligible. You must receive prior approval from your supervisor before working any necessary overtime hours to meet your position responsibilities.

Work Location
Harborview Medical Center – 908 Jefferson Street Seattle, WA 98104.

Employees must reside in Washington state and within a reasonable distance to their King County worksite to respond to workplace reporting requirements.

Requirements

TECHNICAL/CLERICAL SUPPORT: FTE: 0.80

Create, update, and maintain medical records/charts according to policy; enter data in medical charts and collect and organize charts for various providers; file paperwork and charts; assist Lead in annual medical records purge and records archiving.

Assist the Operations Manager in conversion to EHR, implementation and follow through.

Open, sort, review program mail and correspondence to determine action required; distribute mail.

Coordinate pharmacy requests for and collection of patient medication.

Track and monitor patient x-rays.

Monitor electronic discharge notifications (EDN), printing forms, tracking on spreadsheet, entering data into Tuberculosis tracker and routing it to the Registered Nurse.

Conduct weekly chart audits in InfoLinx.

Manage all medical records projects.

Enter and process civil surgeon requests from outside providers.

Index and scan documents into EPIC.

Monitor fax and intake line.

Manage Video/Directly Observed Therapy (VDOT/DOT).

Scheduling meetings.

CUSTOMER SERVICE: FTE: 0.10

1. Respond to inquiries from clients and providers regarding Public Health services.
2. Provide clinic and program information that requires limited interpretation of established policies, procedures and other relevant sources to internal and external customers over the telephone and in-person.
3. Through established clinic systems, greet, screen, and triage clients over the telephone and in-person.
4. Monitor client flow in the patient waiting area, handling any sensitive and/or potentially volatile situations that may arise.
5. Assist clients with complaints and follow-up on their concerns.
   

PROGRAM COORDINATION: FTE: 0.10

1. Participate in team and program meetings; help to implement clinic flow adjustments, program changes, methods and procedure development to improve efficiency.

Qualifications

Our ideal candidate will demonstrate the following (Minimum Qualifications):

• Able to train professional staff on basic Microsoft 365 programs such as Excel, OneDrive, Teams, and SharePoint.
• Experience working in Epic.
• Proficient in planning and organizing a large volume of administrative tasks and able to establish work priorities; be adaptable to rapid change; and work effectively under tight timelines and with high profile projects.
• A skilled communicator.
• Able to take notes and share highlights accurately and efficiently.
• Demonstrated ability to manage time and multiple priorities effectively, flexing activities with business needs while managing time and completing projects within designated timeframes and deadlines.

Additional Information

To ApplyIf 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

We welcome applications from all qualified applicants. We value diversity, diverse perspectives, life experience, and encourage people of all backgrounds to apply.

Application Process

The following items are required to be considered for this vacancy:

• NEOGOV Job Application (The responses on your job application should be thorough and complete and will be used in the screening process)
• Supplemental Questions (The responses to the supplemental questions should be thorough and complete and will be used in the screening process)
• Resume (Your resume should be thorough and complete and will be used in the screening process)
• Letter of Interest – Please share why you are interested in this position and any aspects of your education, training, and/or experience that meet the minimum and desired qualifications of this position.

(Please note: Cover letters, resumes, and additional attachments will not be reviewed as part of the evaluation process if not outlined as a required application material as outlined above).

Your application may be rejected as incomplete if you do not include the relevant information in your application. Cover letters and/or resumes are not accepted in lieu of a completed application.

Applications and/or Supplemental Questionnaires that state "see my resume" or "see my personnel file" are considered incomplete and will not be accepted.

ContactIf you have questions or would like more information about the application process, please contact Falisha Forgash, HR Analyst at fforgash@kingcounty.gov.

Union Membership This position is represented by Professional and Technical Employees, Local 17 (PROTEC17). Necessary Special Requirements

• The selection process may include evaluation of application materials and supplemental questions, interviewing, and testing. You must completely fill out the application with your relevant education and work experience.
• The selected candidate must be able to provide proof of Basic Life Support (BLS)/CPR. (if applicable)
• The selected candidate must be able to pass a thorough background investigation and Pre-employment Physical, but findings may not necessarily disqualify an applicant for employment. (if applicable)
• For more information on our selection process, please refer to www.kingcounty.gov/depts/health/jobs/hiring. For tips on interviewing, please visit https://www.kingcounty.gov/~/media/audience/employees/learning-and-development/Interview_Tips.ashx?la=en.
• Employees are required to protect the privacy and security of protected health information as defined in State and Federal Law.
• Public Health – Seattle & King County 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 – Seattle & King County positions.

When Public Health responds to an emergency, and in accordance with relevant CBA language and/or KC policy and procedures, we may assign duties outside your regular job description.

This may involve responding at any time, including nights and weekends, with possible deployment to locations other than the department.

• If you need a disability accommodation in the application or testing process, please call the contact number listed on the job announcement.

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) EmployerNo 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.