Administrative Specialist II

King County•Seattle, WA

4d•Onsite

About The Position

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.

Requirements

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
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.

Nice To Haves

Experience in navigating patient charts and running reports in the EPIC electronic health record system.
Experience working with King County administrative, procedures and systems.

Responsibilities

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
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.
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
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