Administrative Specialist III - Lead

Salary

$30.27 - $38.37 Hourly

Location

WA. 98002, WA

Job Type

Career Service, Full Time, 40 hrs/week

Job Number

2025SMD23563

Department

DPH - Public Health

Division

Community Health Services

Opening Date

02/04/2025

Closing Date

2/18/2025 11:59 PM Pacific

FLSA

Non-Exempt

Bargaining Unit

C9 : PROTEC17-DPH, DCHS-Admin

Full- or Part-Time

Full Time

• Description
• Benefits
• Questions
  
  

Summary

Department of Public Health – Seattle & King County is hiring for an Administrative Specialist III - Lead to join its team! This position supports a broad range of administrative support services, with primary focus on clinic/ program operations, program support and health information management, in a fast-paced public health center environment that are used by economically, socially, and culturally diverse populations. The successful candidate must have excellent customer service skills, in-person and over the telephone (discretion, patience, etiquette professionalism), critical thinking skills, and must be an independent self-starter with excellent time management and organizational skills. The candidate must be able to work with supervisors and staff to develop and promote a team-centered atmosphere to facilitate operations which are efficient and provide maximum service delivery to clients.

Auburn is one of our south King County clinics, where we provide WIC services, parent-child health, sexual and reproductive health services, health insurance enrollment services, and ORCA Lift services. We serve a diverse low-income population including people who are experiencing homelessness, recent immigrants and refugees, people with complex health conditions, and people with limited English proficiency.

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

Typical work schedule for this position works during open clinic hours (clinic is open Monday through Friday between 8:00 a.m. to 5:00 p.m.) and is subject to the Fair Labor Standards Act and overtime eligible.

Work Location

This position will be based at Auburn Public Health, located at 901 Auburn Way N., Auburn WA 98002, and may be assigned to work at other locations if needed.

Job Duties

Clinic Operations:

• Provide day-to-day assistance with administrative support to the clinic Personal Health Administrative Support Supervisor (PHASS), Personal Health Services Supervisor (PHSS), Area Manager, and Program teams.
• Provide backup support when needed to other administrative staff, to include clinic front desk and scheduling desk and site interpreter scheduling.
• Perform lead admin coordination to support the clinic, assist the front desk admin staff in patient check-in/registration and appointment scheduling for the scheduling of new and established patients.
• Site Buyer responsible for all purchasing/supply management needs for multiple programs.
  
  

Administrative Site Lead

• Delegate and coordinate work to administrative staff.
• Respond to employee and customer needs and concerns.
• Perform opening/closing duties at the clinic, as needed.
  
  

Health Information Management QA/QI

• Monitor the quality of work through QA/QI processes.
• Participate and coordinate in the Health Records purge activity.
• Ensure that all health records are in compliance with HIPAA and other regulations and guidelines.
• Coordinate release of health information activities for the Clinic and ensure compliance with regulations and guidelines.
• Identify and recommend training needs, provide training to staff, develop ongoing feedback process to reduce errors made in patient registration.
  
  

Subject Matter Expert Support

• Represent Health Information Management as the site-based SME.
• Assist with training on the HIM standard work.
• Attend monthly/quarterly Division HIM meetings where new procedures and policies are presented (Requires strong training and verbal communication skills).
  
  

Quality Assurance

• Perform weekly/monthly QA audits on the Health Record Filing and Scanning processes.
• Participate in site quality council activities.
• Identify errors, work with staff who fall below the established standard for accuracy.
• Ability to demonstrate application of health records management and maintenance principles in both paper and electronic formats.
• Demonstrate ability to perform and lead in direct over-sight of daily HIM operations at the site.
• Support training and introduction to the Health Information Management work for all site new hires.
• Lead, and train staff to HIM standards and protocols as needed.
  
  

Required

Experience, Qualifications, Knowledge, Skills

• Demonstrated experience performing and leading in the direct over-sight of daily PH clinical site operations.
• Experience working in Electronic Practice Management systems that include health records, patient scheduling, and financial transactions.
• Demonstrated knowledge and ability to comply with HIPAA, Federal and State regulatory principles and guidelines.
• Demonstrated experience and knowledge of proper release of patient information including understanding of Federal and State laws and regulations that govern the release of information (ROI).
• Demonstrated knowledge and ability to apply various records retention guidelines.
• Demonstrated ability to move up to 25 pounds in order to move boxes and replenish office supplies. This may involve intermittent lifting, standing stooping, bending, and reaching during the course of the workday.
• Ability to provide a consistently high level of customer service with discretion, patience, and professionalism based on accepted customer service principles and departmental standards.
• Demonstrated ability to communicate with staff and clients in a pleasant, non-judgmental, respectful, and culturally sensitive manner under varying levels of stress.
• Strong interpersonal, conflict resolution, and problem-solving skills.
• Demonstrated ability to appropriately use critical thinking skills.
• Ability to work independently, or part of a multi-disciplinary team and maintain confidentiality.
• Ability to interact with patients around potentially sensitive issues and/or volatile situations.
• Skilled at organizing, prioritizing, multi-tasking and adapting to changes in workload demands and successfully meeting deadlines under strict time constraints without compromising accuracy.
• Skilled in the use of office equipment (e.g. multi-line telephone, fax machine(s), scanner, copier, and printer(s).
• Demonstrated ability to focus on multiple tasks, as well as apply critical thinking skills.
• Ability to demonstrate application of health records management and maintenance principles in both paper and electronic formats.
• Knowledge of various filing systems, including terminal digit and other health information management operations.
  
  

Desired

• Prior work experience directly related to Health Information Management for one or more years.
• Experience with Epic EHR Current Registered Health Information Administrator (RHIA) or Registered Health Information Technician (RHIT) credential or the ability to successfully pass the American Health Information Management Association (AHIMA).
• Work experience at a site or organization level that involves participation in, and/or leading the implementation of an electronic health record.
• Prior work experience directly related to supply management to include processing purchase requisitions and maintaining par level supply inventory.
• Demonstrated leadership experience in healthcare is preferred.
• Work experience in an organization that has an electronic health records system.
• Work experience at a site or organization level that involves participation in, and/or leading the implementation of an electronic health record.
  
  

Supplemental 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

This position is open to all eligible candidates.

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)
• Resume (Outlining relevant experience)
  
  

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

Union Membership

This position is represented by the PROTEC17 labor union.

Contact

For questions about this recruitment, please contact Salyse Duckworth, HR Analyst at sduckworth@kingcounty.gov.

Benefits

King County offers a highly-competitive compensation and benefits package designed to meet the diverse needs of our employees and support our employees' health and well-being. Eligible positions receive the following benefits and have access to the following programs:

• Excellent medical, dental, and vision coverage options: King County provides eligible employees with options, so they can decide what’s best for themselves and their eligible dependents
• Life and disability insurance: employees are provided basic coverage and given the opportunity to purchase additional insurance for both the employee and eligible dependents
• Retirement: eligible King County employees may participate in a pension plan through the Washington State Department of Retirement Systems and a 457(b) deferred-compensation plan
• Transportation program and ORCA transit pass
• 12 paid holidays each year plus two personal holidays
• Generous vacation and paid sick leave
• Paid parental, family and medical, and volunteer leaves
• Flexible Spending Account
• Wellness programs
• Onsite activity centers
• Employee Giving Program
• Employee assistance programs
• Flexible schedules and telecommuting options, depending on position
• Training and career development programs
  
  

For additional information about employee benefits, visit our Benefits, Payroll, and Retirement Page.

This is a general description of the benefits offered to eligible King County employees, and every effort has been made to ensure its accuracy. If any information on this document conflicts with the provisions of a collective bargaining agreement (CBA), the CBA prevails.

NOTE: Benefits for Term Limited Temporary (TLT) or Short Term Temporary (STT) positions, including leave eligibility and/or participation in the pension plan through the Washington State Department of Retirement Systems, will vary based upon the terms and details of the position. Short Term Temporary positions are not eligible for an ORCA transit pass.

For inquiries about the specifics of this position, please contact the recruiter identified on this job posting.

01

Do you have at least one year of experience working in a healthcare setting?

• Yes
• No
  
  

02

If you answered yes to the previous question, please describe your role, how many years of experience, and where you worked in this role. If you answered no, please enter n/a.

03

Do you have demonstrated experience performing and leading in the direct over-sight of daily PH clinical site operations?

• Yes
• No
  
  

04

If you answered yes to the previous question, please describe the operations work you performed, the years of experience, and the name of the organization for which you performed this work. If you answered no, please enter n/a.

05

Do you have experience processing Release of Information (ROI) requests in a medical setting?

• Yes
• No
  
  

06

If you answered yes to the previous question, please describe your role and where you worked in this role. If you answered no, please enter n/a.

07

Do you have experience using standardized processing for business purchase card or P-Card purchasing?

• Yes
• No
  
  

08

Do you have experience with public or corporate credit card reconciliation processes, ensuring work meets auditing standards?

• Yes
• No
  
  

09

Do you have any experience working with standardized supply inventory processes?

• Yes
• No
  
  

10

Are you applying to this position as an eligible current or previous King County Employee Priority Placement Program Participant? AND Is this position the same or lower percentage of full-time when compared to the position held at the point of the notification of layoff? AND Do you possess the skills and abilities to qualify for this position?

• Yes, I was given a layoff notice from my Career Service role at King County and I am within two years of the effective date of my layoff. Additionally, the position I was laid off from was the same or a higher percentage of FT status when compared to this one.
• No.
  
  

11

If you answered yes to the question above and you are applying for this position as a Priority Placement Participant, to be considered, you must provide the following three pieces of information in the space provided: 1. The title you held when you received your layoff notice 2. The department you worked in 3. The effective date of your layoff

Required Question

Employer King County

Address King Street Center

201 South Jackson Street

Seattle, Washington, 98104

Phone 206-477-3404

Website http://www.kingcounty.gov/