Administrative Specialist II - Community Health Services

Salary : $54,267.20 - $68,806.40 Annually Location : WA. 98002, WA Job Type: Career Service, Full Time, 40 hrs/week Job Number: 2024SD22893 Department: DPH - Public Health Division: Community Health Services Opening Date: 10/24/2024 Closing Date: 11/11/2024 11:59 PM Pacific FLSA: Non-Exempt Bargaining Unit: C9 : PROTEC17-DPH, DCHS-Admin Full- or Part-Time: Full Time Summary This position provides a variety of technical clerical support services. This includes direct patient customer service in person and over the phone. This service includes specialized program specific information and interviewing to assist with patient specific needs. It also includes technical medical data entry into multiple Electronic Health Record systems. This position supports primarily the Parent Child Health Program but also is cross trained in the Sexual and Reproductive Health Program as well. 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 Job Duties Customer Service and Patient Check-In Welcoming all clients, providing exceptional customer service, which includes treating all people with respect and warmth. Utilizing language interpreters when appropriate to meet clients' needs. Identifying when triage by a healthcare professional is necessary, and quickly identifying potential emergency situations. Registering clients, requesting financial and insurance information, verifying insurance coverage, calculating fees, collecting payments, and scheduling appointments. Coordinating patient and information flow while maintaining patient confidentiality and complying with Federal HIPAA laws. Dealing with sensitive and/or potentially volatile situations with customers. Interviewing internal and/or external customers to establish program-specific documentation and/or identify services needed. Providing program-specific information that requires limited interpretation of established policies, procedures, and other relevant sources to internal and/or external customers over the telephone, in writing and/or in person. Administration and Clerical Work During and after client visits responsibilities include accurately completing documentation and data information for billing in a timely fashion, and processing referrals for field staff. Using a variety of computer programs including Epic (an electronic health record program), and Microsoft Office products. Ordering supplies, making copies, faxing, and other general office and clerical duties. Performing light to moderate numerical calculations involving accounts payable, accounts receivable, cashiering, reconciling accounts, monitoring expenditures, and/or other applications. Maintaining inventory, ordering, collecting, and distributing supplies and/or equipment. May lift up to 25 pounds in order to move boxes, retrieve health records, or replenish office supplies with or without reasonable accommodation. Composing, drafting, typing and/or word processing, proofreading, and editing documents, contracts and/or correspondence to ensure these conform to the appropriate use of the English language and established procedures; may require machine transcription. Processing mail by attaching related correspondence or information before forwarding, responding to mail when appropriate, responding to mail that can be handled personally, identifying priority and/or time-sensitive matters and maintaining security and confidentiality. May be assigned the orientation and/or training of co-workers. May modify and update desk procedures that relate to assigned work. May attend and take minutes at meetings. May schedule meetings and maintain calendars for supervisor and/or organizational unit/program. Perform other duties as assigned. Experience, Qualifications, Knowledge, Skills Required: Previous experience with Electronic Practice Management systems that include health records, patient scheduling, and financial transactions. Experience working with diverse populations, such as individuals of different ages, races, ethnic groups or who speak limited English. Commit to providing exceptional customer service with compassion and patience, are approachable, are effective listeners, and will enjoy working with people from a variety of cultures, communities, backgrounds, and experiences. Computer-savvy and able to learn to use new computer programs and technical tools quickly. Action-oriented and able to quickly prioritize, use time effectively and efficiently, are skilled at identifying and eliminating barriers, and are willing to ask for help to accomplish tasks. Enjoy working with a team, are cooperative, encourage collaboration, and can work with teammates to find collectively beneficial solutions. Maintain confidentiality of client information. Know their strengths and weaknesses, seek feedback, will admit their mistakes, and quickly learn from them. Are able to maintain their composure under pressure. Able to move up to 25 pounds in order to move boxes, retrieve health records, or replenish office supplies with or without reasonable accommodation. Desired: Bilingual. Epic software experience. Demonstrated experience and knowledge of Microsoft Office 365. Experience working with people living homeless, experiencing a mental health crisis, or other vulnerable populations. 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 , 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. 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) PLEASE NOTE: Cover letters and resumes will NOT be used in the evaluation process. Be thorough in your supplemental questions. 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 For tips on interviewing, please visit 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. Work Schedule This position is Monday-Friday, 8:00am-5:00pm. This position is non-exempt and eligible for overtime. Work Location This position is located at Auburn Public Health, 901 Auburn Way North, Suite A. This is an in-person position 5 days a week. Union Membership This position is represented by PROTEC 17. Contact For questions about this recruitment, please contact Sarah Dunkinson (sdunkinsonkingcounty.gov). 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: Medical, dental, and vision coverage: King County pays 100% of the premiums for eligible employees and family members 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: King County employees are eligible to 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 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 experience with Electronic Practice Management systems that include health records, patient scheduling, and financial transactions? Yes No 02 If you answered yes to the previous question, please list the electronic practice management systems you have experience with and your level of proficiency. If no, put N/A. 03 Please describe your training and/or experience in a position requiring significant public contact where you were responsible for providing detailed information over the phone or in person. This would include determining whether calls should be referred to someone else, as well as exchanging, correcting, and verifying information received from members of the public quickly and efficiently. If you do not have this experience, type N/A. 04 Do you have experience working with diverse populations, such as individuals of different ages, races, ethnic groups or who speak limited English? Yes No 05 If you answered yes to the previous question, please provide an example, including strategies you have used successfully. If you do not have this experience, describe how you would work with diverse populations, including folks who speak limited English. If this does not apply to you, please type N/A. 06 Describe how you have developed your customer service skills in the work environment; as part of your answer, please include how you gained the ability to build and maintain effective relationships to ensure customer satisfaction, as well as when and where you gained this ability. If you do not have this experience, please describe your customer service philosophy. If this does not apply to you, type N/A. 07 Do you have experience with the Epic electronic health records system, or another electronic health records system? Yes No 08 If you have Epic or another electronic health system experience, please name the system or systems and describe in what capacity you used it at your current/former job (for example: check-in or checkout desk; appointment scheduling). If you do not have this experience, please type N/A. 09 Please select software programs with which you have experience: Microsoft Word Microsoft Outlook Microsoft Excel None of the Above 10 Do you have experience working with people living homeless, experiencing a mental health crisis, or other vulnerable populations? Yes No 11 Are you applying to this position as an eligible current or previous King County Employee Priority Placement Program Participant? ANDIs this position the same or lower percentage of full-time when compared to the position held at the point of the notification of layoff? ANDDo 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. 12 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 notice2. The department you worked in3. The effective date of your layoff Required Question