We are seeking a skilled, enthusiastic and dedicated Administrative Specialist to become a part of, and provide administrative support to the HIV Section of the HIV/STD Program in the Prevention Division. The HIV/STD Program coordinates and collaborates with health care organizations, universities, community-based groups and other Public Health programs to provide essential prevention, research and care services. This position supports epidemiology projects as well as projects for the HIV Section as a whole. Most of the epidemiology projects are funded by the Centers for Disease Control and Prevention through a contract with the Washington State Department of Health. Working as part of a multidisciplinary team this position will provide a broad range of technical and clerical support and is expected to consistently maintain excellent customer service standards both internally and externally.
Who May Apply: This full time position is open to the general public.
Work Schedule: Monday through Friday, 40 hours per week with some travel outside of the office, and occasional evening or weekend meetings.
This position is subject to the Fair Labor Standards Act and is overtime eligible.
Contact: If you have questions regarding this job announcement, please call Nic Horea, Human Resources Analyst at (206)263-8736 or at firstname.lastname@example.org
A job Application with completed supplemental questions is required.
Your application may be rejected as incomplete if you do not include the relevant information in the online application and include the information only on the resume. Applications and/or Supplemental Questionnaires that state "see my resume" or "see my personnel file" are considered incomplete and will not be accepted. Cover letters and/or optional resumes are not accepted in lieu of a completed application.
In addition to including all information within the application you may attach multiple documents to your application if necessary, such as your cover letter or resume to your application. Your options are:
• Copy and paste one or more documents into the text resume section of the application.
• Attach multiple documents/files in the resume attachment section.
Examples of Duties:
Specific duties of the Administrative Specialist II position include:
- Perform data entry of protected health information, using advanced skills in Excel.
- Format epidemiology reports and other publications using Microsoft Publisher and Adobe Creative Suite.
- Enter and update confidential HIV testing data utilizing Microsoft Access.
- Prepare mailings utilizing mail merge and certified mail.
- Produce newsletters and other publications from text, graphics, and tables using Microsoft Publisher.
- Compose, draft, summarize, and edit correspondence, reports, proposals, and other documents.
- Provide telephone reception, screen and triage calls for a staff of 16 professionals, and periodic front desk reception for staff of 50 professionals (primary front desk back-up person).
- Process staff travel paperwork, coordinate schedules of meeting participants, identify and reserve meeting space, identify and obtain food, drive to meeting location with equipment and materials, set up and operate audio visual equipment, set up and take down rooms.
- Manage and reconcile multiple petty cash and imprest fund accounts with balances that can be as high as $40,000 per year.
- Initiate and track purchasing transactions in the Oracle iExpense and iProcurement systems.
- Initiate and track purchases using the P-Card system.
- Take minutes at various meetings of program staff, community partners and members of the public using a laptop computer (finalists will be tested to verify this skill).
- Other duties as assigned.
Job Competencies: Observable and measurable characteristics associated with employee in this position include, but not limited to:
- Demonstrated ability to maintain the privacy and security of sensitive and confidential information in all formats including verbal, written and electronic; and adhere to policies and procedures. This task requires a high level of accuracy, tracking and retrieving information, and setting up and maintaining detailed files and records.
- Knowledge of general office principles and practices.
- Working knowledge of standard operation of office equipment that may include personal computers, copiers, fax machines and multi-line telephones.
- Demonstrated ability to enter significant amounts of data with a high level of accuracy; update and maintain databases and logs; generate reports and retrieve information.
- Demonstrated ability in the use of Microsoft Word, Excel and Access at the intermediate to advanced skill level to enter and maintain data, and compose correspondence.
- Demonstrated ability to use Microsoft Publisher and other design software to create reports, newsletters and other publications.
- Knowledge of HIV/AIDS terminology.
- Ability to take meeting minutes using a laptop computer (this skill will be tested).
- Demonstrated ability to lift up to 25 pounds in order to move boxes and replenish office supplies. This may involve intermittent sitting, lifting, standing, stooping, bending and reaching during the course of the work day.
- Ability to learn and apply new technical skills and functional knowledge on short notice.
- Strong written and verbal communication skills. Demonstrated ability to employ proper English grammar, usage and spelling, both orally and in writing.
- Ability to build respectful and productive relationships with both internal colleagues and external clients; establish and maintain effective working relationships with multiple stakeholders.
- Demonstrated ability to independently organize and prioritize workload; manage multiple tasks simultaneously; research information, and meet deadlines.
- Experience providing excellent customer service – in person and by telephone using discretion, patience, etiquette, professionalism, listening skills and eagerness/resourcefulness to help meet the needs of internal and external customers.
- Ability to respond and relate well to people in all positions; team player and cooperative; ability to find common ground in order to solve problems.
- Demonstrated cultural competence working with diverse populations including race, ethnicity, gender, ability, age, sexual orientation, and socio-economic status; non-judgmental and able to adjust to support the equitable treatment of all.
- Skilled in dealing with ambiguity and comfortable with change and technology innovation.
- Demonstrated skills in establishing work priorities and handling a number of projects simultaneously, identify critical issues and meet sensitive deadlines.
- Demonstrated ability to evaluate demands of unit operations and ensure administrative needs are met; and ability to extract information from a variety of sources.
NECESSARY SPECIAL REQUIREMENTS:
- This selection process may include but is not limited to: evaluation of application materials and supplemental questions, testing and interviewing. For more information on our selection process, please refer to http://www.kingcounty.gov/healthservices/health/jobs.aspx
- 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.
- Regular and reliable attendance, effective communication skills, and development of effective working relationships are requirements of all Public Health positions.
- Staff may be required to play a role as a first responder in the event of a Public Health emergency.
- Selected candidates are required to pass a minute-taking test.
- The Prevention Division limits the use of scented personal products in order to protect fragrance sensitive employees, adherence to this policy is a condition of employment..
- Ability to work a standard 8 am to 5 pm, Monday through Friday work schedule, with some travel outside of the office, and occasional evening or weekend meetings.
- Washington State driver's license and good driving record.
- The selected candidate must pass a thorough background investigation.
- Employees are required to protect the privacy and security of protected health information as defined in State and Federal Law
- Employees are required to adhere to OSHA/WISHA guidelines including but not limited to completing their mandatory trainings on time.
This position is represented by IFPTE, Local 17. Union membership is required within 30 days.
King County provides regional services to over 1.9 million residents including more than 340,000 people living in unincorporated areas....