Administrative Specialist III (Tuberculosis Program)

Position Summary

Public Health Seattle & King Countys Tuberculosis (TB) Program is seeking a skilled and service oriented Administrative Specialist IIIto provide critical support to a high impact public health program focused on eliminating TB and serving vulnerable communities. This position plays a key role in maintaining the daily operations of the program through a wide range of administrative technical and customer service responsibilities. Working closely with the TB Programs Operations Manager and a collaborative administrative team the Administrative Specialist III supports both clinical and operational staff by managing patient records coordinating communications processing financial transactions and improving workflows. This is a highly visible position that requires strong organizational skills attention to detail adaptability and a commitment to public service. This hybrid position offers a mix of on-site work at Harborview Medical Center and telework flexibility making it ideal for candidates looking to contribute to meaningful equity-driven work in a supportive and dynamic team environment.

The candidate will be a part of a mission driven dedicated team working to prevent and eliminate Tuberculosis which is an infectious disease affecting vulnerable populations. Theyll serve as the central role in program operations managing critical workflows like patient data tracking clinical scheduling provider support and supporting a multi-disciplinary team. Theyll join a supportive team culture that values communication shared learning and mutual support with guidance and mentoring from experienced staff and leadership committed to professional development.

Note: This posting will create a list of qualified candidates that may be considered for selection of additional vacancies of the same position type over the next 6 months.

Background

Temporary opportunity. Term-Limited Temporary positions are at-will positions but are eligible for benefits. This TLT is currently anticipated to last one year/12 months. However funding sources for this work remain uncertain and dependent upon decisions actively being made at both the federal and local levels. As a result the end date of this position may be adjusted based on those decisions. The County and the Department continue to work to secure long term funding sources.

This vacancy can also be filled as a Special Duty opportunity. For Special Duty Assignment interest you must be a Career Service Career Service Exempt or other regular (non-temporary) employee in King County who has completed their initial County probation. You must have supervisor approval prior to taking a Special Duty Assignment.

Commitment To Equity and Social Justice

Named after Dr. Martin Luther King Jr. one of the most influential civil rights leaders in our nations 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 Schedule

Monday through Friday 8am - 4:30pm. This position is Non-Exempt and subject to the provisions of the Fair Labor Standards Act.

Work Location

Harborview Medical Center located at 325 9th Ave Seattle WA 98104.

Some of the work associated with this position will be performed through teleworking and will report to office location and to meetings as needed. Travel to other work locations may be necessary. Employees will have access to shared workspaces at various King County facilities. Employees must reside in Washington state and within a reasonable distance to their King County worksite to respond to workplace reporting requirements.

Employees will be provided with a County issued laptop and must maintain a workspace with an internet connection where they can reliably perform work and remain available and responsive during scheduled work hours. To support employees during this time King County has a robust collection of tools and resources to support working remotely. The individual selected for this opportunity will be joining an innovative and progressive team.

Primary Responsibilities General Administration (FTE: 0.30)

• Coordinate the implementation of personnel policies procedures and practices.
• Provide high-level office coordination and administrative support under minimal supervision.
• Maintain inventories of vehicles equipment and supplies; coordinate facility needs with internal and external partners.
• Manage IP fax routing and laboratory triage communications
• patient image requests in collaboration with clinical staff and external partners
• Support purchasing invoicing and financial reconciliations using Oracle systems; assist in processing grant and contract invoices.
• Facilitate employee reimbursement request and ensure compliance with County protocols
• Develop and refine office management procedures for records documentation reporting and travel planning.
• Assist with onboarding processes equipment ordering and training of new administrative staff.
• Respond to internal and external inquiries

Technical / Clerical Support (FTE: 0.30)

• Create and manage medical records and charts; assist in transitioning to Electronic Health Records (EHR).
• Coordinate mail distribution pharmacy requests and tracking of patient x-rays.
• Conduct weekly chart audits and manage records archiving projects.
• Process civil surgeon requests and scan/index documents in EPIC.

Financial Administration (FTE: 0.10)

• Support year-end financial activities and assist with patient billing issues.
• Manage and reconcile patient incentive programs (e.g. taxi vouchers gift cards petty cash).
• Use Oracle and P-card systems to place orders pay invoices and track inventory.
• Arrange travel logistics for staff with approved travel plans

Customer Service (FTE: 0.20)

• Respond to inquiries from clients and healthcare providers regarding public health services.
• Provide accurate program information to clients over the phone and in person.
• Greet and triage clients; monitor waiting areas and support client flow.
• Address and follow up on client complaints.

Program Coordination (FTE: 0.10)

• Participate in team meetings and assist in implementing new procedures or program changes.
• Contribute to ongoing process improvements to support program efficiency.

Additional Expectations

• This position is part of a clerical team with cross-training responsibilities and may be required to fill in for other administrative roles as needed.
• May be asked to train others on administrative functions performed in this role.

Our ideal candidate will demonstrate the following (Minimum):

• Minimum 2 years of experience in an administrative or office coordination role.
• Proficiency in Microsoft Office 365 including Word Excel Outlook Teams and SharePoint.
• Strong organizational planning and problem-solving skills; comfortable making decisions within role scope.
• Demonstrated ability to manage multiple tasks prioritize and work effectively under tight deadlines.
• Experience providing responsive high-quality customer service to both internal and external audiences.
• Ability to lift up to 25 lbs.
• Proven time management skills and flexibility to shift priorities based on evolving program needs.
• Ability to contribute to a collaborative team environment that values diversity fosters inclusion and respects individual differences; ability to demonstrate behaviors that include fairness respect and inclusiveness.

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

• Experience using Oracle EBS (Enterprise Business Suite).
• Experience using Epic electronic health records.
• Experience accurately entering and managing information in databases.
• Experience maintaining confidentiality when handling sensitive data and information.
• Able to train professional staff on basic Microsoft programs like Teams and SharePoint.

Forbes named King County as one of Washington States best employers.

• 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 For tips on interviewing please visit 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 Catherine Fitzpatrick Sr. HR Analyst at .