Administrative Specialist II

The Prevention Division oversees communicable disease prevention and control programs, including Communicable Disease Epidemiology and Immunizations, HIV, STI and Hepatitis C, and Tuberculosis (TB). It also oversees Vital Records, Medical Examiner's Office and the Public Health Lab. The TB Program is responsible for receiving reports of individuals with suspected or confirmed active TB and ensure effective and timely treatment. Secondly, the TB Program provides consultations on individuals with suspected TB, identifies close contacts to those with confirmed active TB and conducts medical evaluations and treatment as indicated. Finally, the TB Program focuses on community outreach, engagement, and partnerships that focus on increasing knowledge and awareness of TB, providing TB testing to communities at high risk for TB infection and progression to TB disease, and empowering organizations to implement TB infection prevention and control measures, as well as treating patients for latent TB infection. The Administrative Unit supports the administrative and financial aspects of the program that keep the clinical and administrative operations of the TB Program afloat. This includes patient-facing activities, making phone calls to patients and healthcare facilities, managing medical records, answering phone calls, purchasing supplies and managing administrative tasks for clinical operations like scheduling, checking in patients, and similar activities. This position serves as an administrative support professional in a dynamic, fast-paced work environment. They will work with a multidisciplinary team of healthcare professionals, epidemiologists, administrators, disease intervention specialists, project/program managers and others to support their operations. They conduct a variety of tasks that support clinical and administrative operations, so the position is highly important to the success of program operations. The (TB) 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 and other paperwork, 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 works routinely in Epic electronic health record system, coordinates pharmacy and radiology tasks, and tracks of critical clinical documentation. This position also inventories supplies and requests supply orders as needed. 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. Note: This recruitment will be used to create an eligibility pool to fill additional Career Service, Term-Limited Temporary (TLT), or Special Duty Assignment (SDA) vacancies that may occur over the next six 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 - Friday, 8:00am-4:30pm Work Location Harborview Medical Center - TB Clinic - 325 9th Ave. Seattle, WA 98104 . This is a fully on-site position. No teleworking approved. Employees must reside in Washington state and within a reasonable distance to their King County worksite to respond to workplace reporting requirements. Records Management and Electronic Health Record System Create, update, and maintain medical records/charts according to policy Enter data in medical charts and collect and organize charts for various providers Assist in annual medical records purge and records archiving. Scan and index documents into EPIC. Enter and process civil surgeon requests from outside providers. Create, review and update clinic schedules for accuracy and schedule patient appointments Front Desk Greet, screen, and triage clients over the telephone and in-person using established clinic systems. Answer telephones, check voicemail, and assist clients walking into the clinic lobby. Schedule and update appointments and meetings. Check clients in for clinic, field-based and virtual appointments. Open, sort, review program mail and correspondence to determine action required; distribute mail. Respond to inquiries from clients and providers regarding Public Health services. Monitor client flow in the patient waiting area, handling any sensitive and/or potentially volatile situations that may arise. Assist clients with complaints and follow-up on their concerns. Provide clinic and program information that requires limited interpretation of established policies, procedures and other relevant sources to internal and external customers over the telephone and in-person. Monitoring and Follow-up Coordinate pharmacy requests for and collection of patient medication. Track and monitor patient radiology imaging. Monitor the federal Electronic Disease Notification (EDN) system for new patient arrivals, downloading patient medical records and uploading them appropriate local databases. Update tracking spreadsheets and review dashboards to monitor progress in completing various high-volume tasks. Monitor fax and intake line. Coordinate transportation for patients as requested Other Update staff schedule and send out daily to staff. Participate in team and program meetings Aid in implementing clinic flow adjustments, program changes, methods and procedure development to improve efficiency Provide administrative support for new program functions and initiatives as assigned Minimum: Proficient in performing administrative operations in a clinic setting Proficient with working in electronic health record systems 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 the use of Microsoft products including Word, Excel, Outlook, Teams and SharePoint. Skilled in customer service with both internal and external partners. Demonstrated ability to communicate effectively, both orally and in writing, with patients, staff, and providers. Proficient with time management skills, prioritization and escalation regarding completing daily and ad hoc tasks. Demonstrates accountability and responsiveness with assigned tasks. Skilled in troubleshooting technical issues timely as they arise, including escalating to leadership and information technology when indicated Desired: Experience in navigating patient charts and running reports in the EPIC electronic health record system. Experience working with King County administrative, procedures and systems. 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. Application Process If you are interested in pursuing this position and supporting King County’s vision for unified, equitable, and high-performing government, please follow the application instructions carefully. Provide us with your work history as applicable, ensuring that you provide details that highlight your ability to fulfill the requirements for this position. If you need this announcement in an alternate language or format, or you would like to request accommodation or assistance in the application or assessment process, please contact Alexis Owens at Alowens@kingcounty.gov . King County's Vision, Mission, and ACTIVATE Values unite us. King County serves residents with a relentless sense of urgency, delivering on commitments with transparency and accountability. We are action-oriented, creative problem solvers who collaborate across roles, engage directly with communities, and challenge the status quo to achieve meaningful impact. As a unified team, we uphold high ethical and stewardship standards, embrace change, stay curious, and continuously improve. Across all interactions, we listen first, act quickly, and stay aligned as a team to earn and sustain public trust. Learn more about our Vision, Mission, and ACTIVATE Values here and visit our Why work at King County page here . King County is an Equal Employment Opportunity (EEO) Employer No person is unlawfully excluded from employment opportunities based on sex, race, color, national origin, ethnicity, religious affiliation, disability, sexual orientation, gender identity or expression, age except by minimum age and retirement provisions, pregnancy, status as a family caregiver, parental status, marital status, military status or status as a veteran who was honorably discharged or who was discharged solely as a result of the person's sexual orientation or gender identity or expression, citizenship or immigration status, genetic information, or other protected class. However, to the extent that distinction or differential treatment on the basis of citizenship or immigration status is authorized by either federal or state law, regulation, or government contract, it is not an unfair practice. 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. Who May Apply We welcome applications from all qualified applicants. 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 provide proof of Basic Life Support (BLS) / CPR. 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 CLA 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 the recruiter listed on this job announcement. Union Membership Protec 17