Administrator II

Full Job Description

Public Health - Seattle & King County (PHSKC) is seeking an Administrator II who will bring their lived experiences as well as their technical knowledge to the Administrative Division and the Office of the Director in Public Health – Seattle & King County.

The position will support the various teams in this office in internal and external activities and priorities.

Many of the programs in this Office are cross-divisional and cross-cutting, including Communications, Policy and Strategy, Equity and Community Partnerships, Government Relations, Professional Services and Preparedness.

The Office of the Director leads in the implementation of Public Health’s mission to promote and improve the health and well-being of all people in King County by leading with racial equity and changing systems and structures that impact health.

The selected employee will enjoy working in a fast-paced and dynamic office that leads critical functions for Public Health and directly improves the well-being and health of our communities.

This position provides fiscal, administrative, and customer service support to programs within the Administrative Services Division. The role is responsible for researching and resolving inquiries related to payables, receivables, and invoicing. Additionally, the position maintains accurate financial records and ensures timely processing of payments. It serves as a primary point of contact for clients, vendors, and staff, requiring strong communication skills and the ability to navigate sensitive or complex situations with professionalism.

Temporary opportunity. Term-Limited Temporary (TLT) positions are "at-will" positions but are eligible for benefits. This TLT is currently anticipated to last 18 months. 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.

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

Work Schedule

Monday through Friday - 20 hours/ week

Remote and Onsite Work

The Administrative Services team works in a hybrid model, with days in the office as well as telecommuting. The ratio of remote to onsite work will be dependent on business needs and is subject to change. The primary onsite location is (Chinook Building - 401 5th Ave. Seattle, WA).

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

King County has a robust collection of tools and resources to support working remotely.

The individual selected for this opportunity will join an innovative and progressive team that is redefining how we work as we transition to the department's hybrid environment.

Employees will be provided with a County-issued laptop and must maintain a home workspace with an internet connection where they can reliably perform work and remain available and responsive during scheduled work hours.

Requirements

• Support assigned programs within the Administrative Services Division by responding/researching fiscal inquiries related to payables and receivables contracts and research/respond to invoicing issues.
• Serve as the main contact and provide customer service to clients, vendors, and the general public by telephone and in-person including regularly handling difficult situations requiring tact, discretion, and diplomacy.
• Receive, sort, and distribute all incoming division mail and packages to designated internal mail stops and staff member inboxes in a timely manner.
• Conduct detailed review of invoices, route to program staff for approval, follow up with questioned costs, enter invoices into online procurement system for payment, track receipt of payments, and troubleshoot problems with payments.
• Review, track, and archive documentation necessary for audits. This includes invoices for payment by King County Accounts Payable.
• Ensure accurate and timely data entry into Excel, iProcurement, and iExpense and act as subject matter expert for these systems.
• Create and maintain financial tracking tools, monitoring systems, and reporting procedures and processes.
• Complete all relevant department year-end fiscal tasks including expenditure accruals and fiscal adjustments.
• Provide technical assistance to contractors to ensure timely and accurate invoicing and financial tracking.
• Coordinate between accounts payable and contracts unit.
• Assist with gift card procurement and tracking.
• Process improvement: innovate and improve administrative processes for better financial stewardship of public funds, and increased value in direct services to the residents of King County.
• Other duties as assigned.

Qualifications

Ideal Candidate:

• Experience in gathering, analyzing, and presenting data using Microsoft Excel (applicant should be at least an intermediate user of excel).
• Knowledge and demonstrated ability using online procurement and financial management systems.
• Strong written and verbal communication skills.
• Ability to build respectful and productive relationships with internal colleagues and external clients; establish and maintain effective working relationships and offer high level of customer service to all stakeholders.
• Ability to use knowledge, skills, techniques and systems to define, visualize, measure, control, report and improve processes with the goal to meet customer requirements.

Desired Candidate:

• Knowledge of accounting, audit, and public sector procurement.
• Experience with Oracle-based financial and reporting systems.
• Intermediate Microsoft Excel skills.

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.

Who May Apply

Open to all

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
• Cover Letter

(Please note: 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 provide proof of Basic Life Support (BLS) / CPR (if applicable).
• The selected candidate must be able to pass a thorough background investigation, but findings may not necessarily disqualify an applicant for employment. (and Pre-employment Physical, 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 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.

Union Membership

non-represented

Contact

For more information about the application process please contact Alexis Owens at Alowens@kingcounty.gov