Administrative Specialist III Lead

• Serve as Lead for Administrative Support Section (2staff), including distribution of tasks and ensuring coverage for staff who are out. 
• Direct workloads, ensuring all Sections within the Program have adequate administrative support. 
• Directly supervise the admin team as appropriate. 
• Ensure cross training of all administrative support section staff to ensure all staff have a good working knowledge of each function. 
• Lead Administrative Support Section staff on annual archiving and purge of records (medical and programmatic). 
• Develop and revise training materials appropriate for all Administrative Support Section staff. 
• Serve as the Program representative on the Electronic Health Records Administrative Team and Health Information Team. 

• Under direction of the TB Operations Manager, coordinate the implementation of County, Department and Division personnel policies, procedures, and practices in the Section. 
• Under limited supervision, independently prioritize and provide office and administration coordination services for the TB Control Program. 
• Maintain inventory of vehicles, equipment, and supplies. Coordinate facility and equipment repair/management issues with Harborview Medical Center, King County Construction & Facility Management, and outside vendors. 
• Coordinate scheduling of all Class B Refugee clients, including coordination with Relief Organizations and the State Department of Health. 
• Receive and respond to all Release of Information requests and ensure compliance with departmental and federal guidelines regarding health records. 
• Coordinate and order general office supplies and equipment. Support Section in other purchasing and invoicing needs. Reconcile financial expenses. Understand and apply grant and contract process and protocol and assist project managers in processing and routing grant and contract invoices, utilizing King County’s Oracle software system. 
• Monitor EDN notifications, printing forms, tracking on spreadsheet, entering into TB Tracker and routing paperwork to RN. 
• Plan and adapt office management processes, procedures, and methods for activities such as records management, document development, document management, reporting, invoice processing, inventory, and travel and training plans. Interpret and apply existing King County policies, procedures, and codes where relevant. 
• Support Supervisors in the onboarding process through equipment ordering and training new staff on administrative functions. 
• Provide customer service support that includes responding to public inquiries, including public disclosure requests, which may be of a complex and technical nature and providing assistance to other county departments, and employees. 

• Provide input and support for all year-end activities 
• Work with Clinic Staff to resolve patient billing issues 
• Provide and monitor all TB incentives (Taxi, Petty Cash, Imprest, Bus Tickets and Gift Cards) to clients. Reconcile all TB incentive options using County and Department Cash Handling procedures and best practices. 
• Place orders, pay invoices, and receive goods using Oracle System and P-Card use as appropriate. 
• Coordinate travel arrangements for program staff who have approved travel requirements.
  

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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

Anyone that is qualified for the role. 

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
• Letter of Interest

(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 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

ProTec 17

Contact

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