Administrative Specialist II

King County•Chinook Building 401 5th Avenue Seattle, WA

7d•Onsite

About The Position

The Communicable Disease Epidemiology and Immunization (CD-Imms) section, within the Prevention Division of Public Health – Seattle & King County, focuses on Disease Surveillance, Case Investigation and Intervention. The section is led by the Chief and Deputy Chief and is composed of 4 teams: Investigations, Analytics and Informatics, Immunization, and Administration. With approximately 70 FTEs, the team oversees 65+ reportable diseases and conditions (excluding TB, STD, and HIV) from healthcare professionals and laboratories in King County. Their work includes investigating cases, analyzing disease data and trends, monitoring for outbreaks, and conducting influenza surveillance. They also lead immunization strategies to increase vaccine uptake. Cross-collaboration is central to their workflow. The Administrative Specialist II position will provide administrative support to the CD-Imms section, offering customer service in a fast-paced environment. Responsibilities include triaging calls, taking communicable disease reports, requesting and reviewing lab reports, coordinating specimen transport, and performing high-volume data entry. This position reports to the Public Health Administrative Support Supervisor (PHASS). This recruitment will create an eligibility pool for various vacancy types over the next six months. King County is committed to equity and social justice, with a deep commitment to advancing practices, strategies, and policies that promote fairness, justice, and opportunity for all. They have adopted a pro-equity agenda and are intentionally anti-racist and accountable to Black, Indigenous, and People of Color communities.

Requirements

Demonstrated experience of providing administrative support full time in a healthcare related setting or government agency working directly with medical providers and laboratories.
Experience working in a busy office setting with high volume calls, triaging multi line phones.
Skill in establishing and maintaining effective working relationships with others, including working as part of a multidisciplinary team.
Experience conducting high volume and accurate data entry documentation.
Ability to handle confidential information with tact and discretion.
Knowledge of equity and social justice principles and practices, and understanding of the effects of place, race and policy, systems and environment -based inequities on marginalized communities and populations.
Demonstrated effective communication skills that are culturally appropriate, respectful and non-judgmental.
Demonstrated experience providing customer service with diverse populations, under varying degrees of stress, with discretion, patience, etiquette, and professionalism, in person and over the phone in a fast-paced, high volume work environment.
Documented experience working with electronic health records and disease surveillance systems.
Skilled at problem-solving, troubleshooting, organizing, prioritizing and completing multiple tasks simultaneously, with the ability to adapt to changes in workload demands and meet strict deadlines.
Experience gathering, organizing, and evaluating data, utilizing intermediate skills to track, evaluate and report quantitative information.
Knowledge of medical terminology related to communicable diseases.
Demonstrated ability to lift up to 20 pounds to move boxes, retrieve health records, replenish office supplies with or without reasonable accommodation.
Proficiency with software applications and word processing applications, including Microsoft Teams, Outlook, Word, Excel, SharePoint, Adobe Acrobat.
Valid Washington State Driver’s license required. (Must be willing to drive to collect/distribute specimens within King County locations during and after business hours – including weekends and nights)

Nice To Haves

Ability to work well under pressure and time constraints.
HIPAA training/ certifications.
Demonstrated ability to identify and prioritize time sensitive matters and respond with a sense of urgency while adapting to changes in workload demands.
Years of experience in general administrative office duties, such as sorting and distributing mail, faxing, scanning, photocopying, setting up printers and copiers, filing a high volume of documents, sending confidential documents via secure email, scheduling meetings and interviews (via MS Teams/Microsoft Outlook) and taking meeting minutes.
Experience performing high volume data entry (experience in using 10 -key).
Within the last 5 years a minimum of two (2) consecutive years of demonstrated experience in a healthcare field or setting working directly with medical providers and laboratories.
Demonstrated knowledge and experience using surveillance databases such as the Washington Disease Reporting System (WDRS) database, REDCap and the Washington State Immunization Information System (WAIIS).
Strong interpersonal skills including healthy conflict resolution.
Knowledge of medical terminology related to COVID-19, vaccine preventable and enteric/foodborne related communicable diseases.
Demonstrated ability to reliably attend work and meet obligations.
Experience managing public records requests.

Responsibilities

Contact health care providers, laboratories, and hospitals to obtain patient demographic and confidential information.
Route communicable disease reports received by email/fax to internal and external partners, including other local health jurisdictions and the Washington State Department of Health.
Provide sensitive communicable disease information to the public and health care providers through various channels (telephone, email, mail).
Maintain electronic records of disease case report files, request older case reports from the record center as needed, and send records to the archives.
Arrange for specimens to be picked up from various locations (including private residences) throughout King County and be delivered to local or state laboratories for testing, including on evenings, weekends and after hours, either by driving the specimens or arranging for a courier service.
Provide direct customer service and support over the phone to healthcare providers, laboratories, and the general public in a fast-paced work environment.
Process high-volume communicable disease reports submitted over the phone, via electronic fax, US mail, and the disease report line and perform daily intake by entering information in a timely and accurate way into multiple databases and triaging calls to staff.
Maintain case reports received in various secure email mailboxes in Microsoft Outlook.
Maintain the disease hotline and record new messages as needed.
Sort and distribute incoming mail, and process outgoing mail by creating labels, updating mailing lists, and assisting with bulk mailing projects.
Perform data entry corrections in the local and state surveillance databases and participate in annual data reconciliation.
Coordinate and schedule meetings, reserve conference rooms via MS Teams and Outlook and set up audiovisual equipment, record meeting minutes, and attend meetings as a representative of the administrative team as requested.
Manage the distribution and collection of equipment to staff, including computers and peripherals; provide instructions for use of computers, projector screens, phones/headset, scanners, faxes, printers and copiers and facilitate resolution of technical issues by calling maintenance service or repair if needed.
Prepare and maintain documents, packets, manuals, and forms, spreadsheets, and mailing lists.
Update inventory for the section.
Maintain and update loaner laptops.
Maintain and create personal protective equipment (PPE) kits for employees.
Fax, copy, conduct word processing, create transparencies, and provide support with Word, Excel, PowerPoint presentations, Publisher, and Access as needed; provide file management support in Teams and SharePoint.
Perform other duties as assigned.