Administrative Specialist II - Parent Child Health Programs

Full Job Description

The Administrative Specialist II (ASII) role is key in assuring a welcoming, friendly and respectful environment for members of the local community. The ASII provides welcoming services on the phone and at the front desk for clients seeking services, as well as administrative support functions for First Steps, Children with Special Health Care Needs and Medical Records.

The ASII works closely with their supervisor and the Parent Child Health (PCH) team which includes Registered Dietitians, Public Health Nurses, Social Workers, Community Health Workers, Nutrition Assistants and Administrative Support staff to provide services to families within the local community. This position primarily supports our First Steps (Maternity Support Services & Infant Case Management) and Children with Special Health Care Needs program and may also be cross trained to support other programs and services at the site, and at times at other sites in order to meet business needs. Our clients are culturally, socially, and linguistically diverse. This position has the opportunity to be a warm and welcoming face of public health to the community by greeting clients at the front desk, and by being the first friendly contact with new clients when scheduling clinic or field home visits.

Note: 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.

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

Requirements

ASII responsibilities include, but are not limited to:

• Answering front desk phone calls and connect to care emails to assist clients seeking services
• Daily follow-up work to complete WIC packets & Cascades documentation for mailings to clients after program services have been provided
• Retrieving and responding to PCH shared mailbox messages and coordinating with team members regarding any necessary follow-up
• Coordinating and communicating client information to care team members while maintaining client confidentiality and complying with Federal HIPAA laws
• Daily schedule previews to confirm registration and coverage information, scheduling corrections for future schedules, and follow-up with team members as needed for additional information
• Preparing and completing reminder calls
• Client registrations and appointments in the electronic medical record registration (new additions or corrections) prior to the appointment time to prevent billing errors or a delay in services at the time of the appointment
• Scheduling and arriving clients in the electronic health record; problem-solving around coverage issues which may impact billing
• Documentation of communication and coordination related to PCH client services
• Receiving and processing PCH referrals on a daily basis (incoming from a variety of sources, as well as outgoing referrals generated through Valley Medical Center to other public health centers)
• IP Fax (monitoring IP Fax boxes, scan folders, sending and receiving site faxes, processing and distributing PCH faxes), and other general clerical duties
• Cross-training to help support other site programs and site responsibilities during staffing shortages
• Other duties include using a variety of computer programs including:
  • EPIC (electronic health record)
  • Microsoft Office products

Qualifications

Required:

• Skill in providing effective customer service with compassion and patience
• Approachable, effective listeners, and will enjoy working with people from a variety of cultures, communities, backgrounds and experiences
• Ability to learn new computer programs quickly and effectively adapt to changes in technology
• Action-oriented and able to quickly prioritize, use time effectively and efficiently, are skilled at identifying and eliminating barriers, and are willing to ask for help to accomplish tasks.
• Ability to work within a team, being cooperative, encouraging collaboration, and can work with teammates and supervisors to find collectively beneficial solutions
• Ability to maintain confidentiality of client information
• Ability to move up to 25 pounds in order to move boxes, manage KidVantage supplies, or restock office supplies with or without reasonable accommodation

Desired:

• Demonstrated knowledge and working experience with electronic medical records and patient services
• Demonstrated knowledge and experience working with electronic health records
• Demonstrated knowledge and experience working within a multi-disciplinary team
• Demonstrated knowledge and experience with managing multiple priorities
• Demonstrated effective time management skills
• Washington State Driver's License or the ability to travel efficiently within the designated territory
• Bilingual language skills in Spanish or Vietnamese

Additional Information

Forbes 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) 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.

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

Please note: Cover letters 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 the 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.

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 pass a thorough background investigation, but findings may not necessarily disqualify an applicant for employment.
• 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 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.

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 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.

Work Schedule:

The work schedule is Monday - Friday, 7:30 AM to 4:30 PM. This position is non-exempt and eligible for overtime.

Work Location:

Renton Public Health, 3201 NE 7th ST, Renton WA 98056.

This position is located in the clinic and is a public-facing role. There are currently no remote work options. There may be work assigned to support other clinics electronically from the home site as needed, with the possibility of occasional travel to other clinics.

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

Union Membership:

This position is represented by Protec17 Labor Union.

Contact:

For questions about this recruitment, please contact Sarah Dunkinson (sdunkinson@kingcounty.gov).