Program Specialist II - STIHIV Health Department

This position is open until filled and is a bargaining unit represented position.

A cover letter and resume are required with your online application in order for your application to be considered complete. Uploading your resume to autofill portions of the application does not automatically attach it to your application. Incomplete applications will not be considered for this position.

Why Join Snohomish County
Snohomish Countys commitment to lifework balance and an inclusive culture. The County offers outstanding benefits and professional growth opportunities to our employees and we also enjoy flexible work schedules telework options and a convenient downtown Everett WA. location. Snohomish County believes in diversity equity and inclusion (DEI) and is committed to embedding these values into our workplace culture. Snohomish County is located on the Puget Sound we are situated near some of the countrys most scenic national parks and is consistently ranked as one of the best places to live in the U.S.

Teleworking Options
The Health Department typically has a hybrid model for most roles however it is outlined by the supervisor for the given role based on performance and business needs. This role is expected to be onsite during regular business days and hours (MondayFriday 85pm). There is some flex in the start and end time for the shift but will up to the supervisors discretion.

Description

Under the direction of the Supervisor or designee the incumbent performs a variety of highly complex and diverse technical support work for the Prevention Services Division and assists with building and maintaining customer service initiatives and goals while applying accomplished office/operational support skills; responsible for team collaboration organization prioritization and coordination of multisection work assignments for uniformity and consistency.

The incumbent will utilize advanced technical administrative expertise above average competency with computers and technology writing and grammar skills and ability to make independent decisions and judgements for efficient and effective customer service. With considerable discretion within parameters of the classification incumbent will assist in guiding staff through process changes. The duties require the incumbent to be extremely detail oriented inquisitive very organized have excellent time management skills have the ability to coordinate work with others and assist in the development and implementation of new workflows and processes to improve administrative support functions throughout the division. The Program Specialist II classification is distinguished from a Program Specialist I in that the level II is an advanced technical expert in the Program Specialist series with specialized technical knowledge in administrative details performs more technically complex and responsible support functions with significant consequence for error.

Work is performed under limited supervision. Supervisor defines objectives priorities and deadlines; and assists incumbent with unusual situations which do not have clear objectives or precedents. Incumbent plans and carries out assignments and handles problems and deviations in accordance with experienced judgment instructions policies procedures and/or accepted practices. Work is evaluated for technical soundness and conformity to practice and policy.

• Performs a variety of highly responsible and specialized support work for the division. Performs on a continuing basis assignments requiring specialized skills and/or capabilities to establish and maintain operational functions
• Apply change management processes and tools to recommend ideas strategies and support adoption of required administrative procedural changes.
• Review incoming invoices to ensure accuracy and complete any required paperwork needed by Finance for payment.
• Assist staff with Travel and Business Expense Reimbursement (TBEA) form
• Evaluates multisection procedures and user guides and provides drafts recommendations for revisions.
• Assists with orientation training of new employees in how administrative procedures works to support their work software setup and office equipment/technology within area of assignment.

• Assists in the development of office operation procedures and protocols and recommends modifications to address better efficiency and effectiveness in the workplace.

• Retrieves and reviews data verifies accuracy of data conducts analysis of data and prepares deadlineintensive reports and makes recommendations based on trends.
• Organize and maintain electronic records/documents/files according to departments records retention policies and procedures.
• Designs revises formats proofreads and edits forms and documents and creates communication templates to meet efficiency and customer service goals.
• Participate in continuing education courses as appropriate to meet learning needs.
• Provide PS coverage to other programs when necessary

Associated Duties:

Knowledge Skills and Abilities:

• Knowledge of public health policies procedures and structure.
• Knowledge of applicable local state and federal laws codes regulations and ordinances.
• Knowledge of Washington public records act.
• Knowledge of correct English grammar spelling punctuation and vocabulary.
• Knowledge of modern office practices procedures and equipment including personal computer and word processing multiple database and spreadsheet software.
• Skill with organizing and guiding groups toward common goals while gaining support and buyin.
• Knowledge of principles and practices of training.
• Knowledge of effective presentation techniques to groups and individuals.

• Skilled in use of interpersonal skills using tact patience and courtesy.
• Skilled in organization and coordination and scheduling of multiple simultaneous tasks and projects with strict deadlines without requiring supervision/reminders.
• Skilled in positive and effective interaction with individuals of diverse cultural social and economic backgrounds.
• Must be resourceful searching out answers using any available resources and be tech savvy able to figure out new technology/software with little to no assistance.

• Ability to work independently and exercise initiative sound independent judgment and discretion.
• Ability to establish and maintain effective working relationship with coworkers management other employees agencies and the general public.
• Ability to coordinate and collaborate reports and information from a variety of sources withunique detailed complex and/or vague procedures or regulations.

• Ability to actively participate as an effective team player.
• Ability to understand and follow oral and written instructions.
• Ability to meet timelines and schedules on multiple simultaneous projects.
• Ability to prepare and maintain accurate and detailed records and reports.
• Ability to read and interpret documents such as policy manuals business periodicals Vital Records rules/laws and technical procedures.
• Ability to respond to common inquires or complaints from coworkers customers external agencies or the public.
• Ability to apply common sense understanding to solve complex problems or deal with several variables in standardized situations.
• Ability to deescalate tense situations with customers and members of the public and skilled with conflict resolution.

Job Location Working Conditions and Equipment Utilized:

The incumbent will generally work in an office setting. The noise level in the work environment is usually moderate. The incumbent may be exposed to individuals who are irate or hostile. Typical business office machinery and equipment used include but are not limited to computers telephone fax copier calculator projector and cash drawers.

Required Physical Traits:

The physical demands described below are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Working conditions and physical demands vary by assignment.

• Requires manual and finger dexterity and handeyearm coordination to write and to operate computers and a variety of general office equipment. Requires mobility to accomplish other desktop work retrieve files and to move to various District locations.
• Requires visual acuity to read computer screens printed materials and detailed information; specific vision abilities required by this classification include close vision distance vision and color vision peripheral vision depth perception and the ability to adjust focus.
• Required to use hand to eye coordination handle feel or operate objects tools or controls.
• May involve occasional kneeling squatting crouching stooping crawling standing bending climbing (to stack store or retrieve supplies or various office equipment or files).
• The incumbent is frequently required to stand and/or walk for extended periods of time; walk on uneven surfaces; sit; climb or balance; stoop kneel crouch or craw; and smell in the performance of field and office duties.
• Lifting and carrying up to 20 pounds is required continuously and up to 50 pounds occasionally with or without assistance (example: a box of copy paper).
• Requires ability to drive an automobile and/or have sufficient mobility to access various work locations.
• Requires the ability to communicate with others orally face to face and by telephone.

Education and Experience Required:

Education: Requires a high school diploma or equivalent.

Experience: Requires three years of clerical support experience (or combination of education training and/or experience which provides evidence of the ability to perform work of the class.

Or: In place of the above requirement the incumbent may possess any combination of relevant education and experience which would demonstrate the individuals knowledge skill and ability to perform the essential duties and responsibilities listed above.

Licenses Certifications and Other:

• An Associates Degree in data processing administrative support or other relevant degree preferred
• Fluency in a foreign language preferred
• Valid Washington State Drivers license or ability to obtain one within 30 days of hire and a driving record which meets the requirements of Snohomish Health Districts insurance carrier
• Background check pursuant to RCW 43.43.830