Administrative Specialist III – Jail Health Services

King County • Seattle, WA

10d • Onsite

About The Position

Public Health - Seattle & King County is seeking a Career Service Administrative Specialist III to join our vibrant and diverse team at Jail Health Services (JHS)! The Administrative Specialist III will provide specialized technical, 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. This position requires the processing and scanning of a high volume of medical documents into an Electronic Health Record system. This position is responsible for safely performing a variety of skilled work including distributing materials throughout multiple units in JHS. This position will also perform support activities for multiple disciplines in high volume healthcare settings as part of JHS. This position is located inside of the King County correctional facilities and will be in proximity to incarcerated individuals.

Requirements

• Proficiency in a Microsoft Windows environment, and the ability to use drop down menus, point and click software, multiple screens.
• Data entry skills with at least 85% accuracy and a minimum of 3000 keystrokes per hour.
• Proficiency in Microsoft Word processing and Excel spreadsheet software to complete clerical tasks.
• Demonstrated customer service experience in person and via telephone (discretion, patience, etiquette, and professionalism).
• Basic accounting and mathematics skills.
• Ability to navigate using EPIC® and other electronic health record systems.
• Ability to communicate effectively, both orally and in writing.
• Ability to follow oral and written instructions and follow through on assignments as directed.
• Ability to maintain confidentiality on sensitive matters.
• Ability to communicate in a pleasant, non-judgmental, respectful, culturally sensitive manner under varying levels of stress (this may include high levels of noise, limited resources, etc.).
• Demonstrated ability to use office equipment including fax machine, copiers, scanner, label maker, and printers.
• Ability to work independently and in an organized manner.
• Ability to handle difficult interpersonal interactions with discretion and diplomacy.
• Ability to push, pull or move items greater than 40 pounds, with or without accommodation.
• Ability to reach above head, kneel, bend, stoop, push a cart and navigate throughout a multi-story building using stairs and to walk greater than 300 yards.
• Demonstrated ability to prioritize and complete multiple tasks simultaneously.
• Demonstrated ability to work with interpreters and customers who speak a language other than English.
• 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.

Nice To Haves

• Experience working in a correctional facility.
• Experience using an electronic health record system.
• Experience working in lead role of 3+ years.
• Experience working within a healthcare organization.

Responsibilities

• Provide day-to-day assistance with administrative support to the Personal Health Services Supervisor (PHSS), Public Health Administrative Support Supervisor (PHASS), Psych providers, and other JHS disciplines.
• Provide backup support when needed to other site Leads.
• Develop and maintain complex databases and lists of program specific statistics and information.
• Develop tracking and filing systems to maintain data and files.
• Compose, draft, proofread and edit complex documents and reports, contracts, forms and/or correspondence as instructed, with minimal revision from supervisor and/or administrative staff.
• Handle forms management including EPIC form creation.
• Enter, track and manage FMD service requests from staff using Maximo program.
• Serve as Telecom Coordinator for JHS, e.g., order mobile devices, manage mobile device inventory lists, assist staff with new cellphone activation and set up.
• Serve as JHS contact with DAJD for JHS vendor/visitors background clearance for correctional facility access.
• Lead for Psych and Administrative Support, assist in distributing workload among clerical staff, provide direction, training and evaluation; monitor the quality and completion of work.
• Coordinate coverage for unplanned absences.
• Prepare meeting agendas.
• Attend and take minutes at meetings.
• Participate in guidelines development, staff development, committee meetings, both in JHS program and Public Health.
• Schedule meetings and maintain calendars for organizational unit/program.
• Interpret established policies, procedures, regulations, internal data, and other requirements to provide authoritative program-specific information to customers (e.g., managers, vendors, section employees).
• Update SLP and Job Aids for Psych support and administrative support functions.
• Research and summarize specialized or technical information from varied sources and make recommendations.
• Maintain a broad working knowledge and good professional relationship with key customers, medical providers, dental providers, psych providers, release planning.
• Serve on workgroups and committees.
• Run HIM team huddles.
• Oversee MOUD, Methadone and Re-entry Programs.
• Manage insurance Billing activities.
• Push, pull or move items greater than 40 pounds, with or without accommodation.
• Other duties as assigned.

Benefits

• Differential pay of an additional $1.00 per hour for hours worked between 5:00 p.m. to 10:00 p.m.
• Differential pay of an additional $1.50 per hour for hours worked between 10:00 p.m. to 7:00 a.m.
• This position is overtime eligible.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed