Hybrid Administrative Specialist II at King County, WA

About the Department

Position Summary

The Tuberculosis (TB) Control Program is seeking a dedicated and detail-oriented Administrative Specialist II to serve as a key member of our front desk team. This position plays a vital role in supporting the delivery of high-quality public health services by coordinating patient intake, managing medical records, assisting with program operations, and providing exceptional customer service to clients, many of whom come from underserved communities. As the first point of contact for patients, the Administrative Specialist II is responsible for ensuring smooth clinic operations through effective communication, scheduling, data entry, and logistical support. This role also assists with the ongoing transition to electronic health records (EHR), pharmacy coordination, and tracking of critical clinical documentation. Ideal candidates will thrive in a fast-paced, team-oriented environment, have a passion for equity in healthcare access, and bring strong organizational, problem-solving, and interpersonal skills. This is a career service, union-represented position with opportunities for growth and cross-training.

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 - Friday 8:00am to 4:30pm, 40 hours per week. This position is Non Exempt and subject to the provisions of the Fair Labor Standards Act.

Work Location

Harborview Medical Center: 325 9th Ave, Seattle, WA 98104

Position Duties

The Administrative Specialist II provides essential administrative, clerical, and customer service support for the TB Control Program. Key responsibilities include: 

• Medical Records & Data Management 
• Create, update, and maintain patient medical records Index and scan documents into EPIC Track x-rays, pharmacy requests, and EDN notifications 
• Perform weekly audits and assist with records archiving and EHR transition 

Front Desk & Client Services 

• Greet and triage clients in person and by phone 
• Schedule and adjust a high volume of appointments 
• Provide program and clinic information to clients and providers 
• Assist clients with paperwork, insurance inquiries, complaints, and referrals 
• Schedule interpreters and transportation (Hopelink/private taxi) 

Program Coordination & Support:

• Participate in team meetings and support clinic workflow improvements
• Assist in implementing program changes and special projects 
• Respond to inquiries about public health services and patient rights 
• Schedule interpreters and transportation (Hopelink/private taxi) 

Team Collaboration & Flexibility 

• Cross-train with other clerical staff and provide coverage as needed 
• Support the Lead and Operations Manager with ongoing administrative projects
  

Minimum Qualifications

Our ideal candidate will demonstrate the following (Minimum):

• Minimum two (2) years in an administrative role working with a cross functional team and diverse clientele 
• A minimum of two (2) years of experience working in Microsoft Word, Excel and Outlook 
• A minimum of 3 years' experience working with SharePoint and Teams
• Adept at working as a member of a team and will be a strong problem solver, comfortable making decisions within the scope of the role. 
• 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. 
• Skilled in customer service internal and external including providing public audiences with clear, timely and helpful responses to information requests in person, by phone and in writing. 
• Able to lift up to 25lbs 
• 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

The most competitive applicants will have the following experience and qualifications (Desired):

• 4+ years in administrative role 
• Experience working in healthcare or clinical setting - Public Health preferred 
• Experience working with pharmacies
• Experience working with bilingual patients 
• Experience working with immigrants 
• Experience utilizing language accessibility tools to mitigate communication barriers 
• Advanced/Expert in Microsoft 365 (Word, Teams, SharePoint, Excel, PowerPoint) 
• 2+ years' Epic experience 
• Able to train professional staff on basic Microsoft programs like Teams and SharePoint. 
• 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. 
• Skilled in customer service including internal and external
• A skilled communicator. 
• Able to take notes and share highlights accurately and efficiently. 
• Demonstrated ability to communicate effectively, both orally and in writing, with patients, staff, and providers 
• 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

Other Qualifications

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

This Career Service position is open to all qualified applicants.

Application Process

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)

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, and Pre-Employment Physical, 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 a disability accommodation in the application or testing process, please call the contact number listed on the job announcement.

Union Membership

represented by PROTEC17

Contact

For questions about the application process, contact the Recruiter

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