Office Administrator Jobs in Washington

Summary

Public Health – Seattle & King County (PHSKC) is hiring an Administrator III to serve as the Operations Manager for the Tuberculosis (TB) Program. This role supports a multidisciplinary team dedicated to preventing, treating, and eliminating TB in our community. The Administrator III (Operations Manager) provides high level operational, financial, and administrative leadership for the TB Program and Clinic. This position works closely with the TB Medical Officer and Program Manager to ensure effective daily operations, strong administrative systems, and compliance with County, state, and federal requirements. The role also supervises the Administrative Support Section and serves as backup to the Program Manager when needed. This role is ideal for someone who enjoys a dynamic, fast-paced environment with a focus on improving program operations, supporting staff, and ensuring operational excellence in a mission driven public health environment. You’ll be part of a team working to eliminate a serious infectious disease while improving access to care for vulnerable communities.

The Tuberculosis Program is one of seven programs in the Prevention Division and is responsible for medical case management and treatment of all individuals diagnosed with TB disease in King County. In addition to case management, contact investigations, TB screening of populations at high risk for TB infection and disease, community education and partnerships. Along with all of these activities comes a heavy administrative burden, including, but not limited to managing contracts, billing, invoicing, scheduling, customer service and purchasing.

This position is an independent and highly functioning position that supports a fast-paced, dynamic program that serves as the subject matter experts of treating TB in all of King County. This unique program provides many psychosocial support needs that are not offered by other healthcare settings, which is fulfilling to be a part of. In this role, they oversee a team of 3 staff, two Administrative Specialist IIs and one Administrative Specialist III. They also oversee all administrative and financial operations of the program that are integral to program operations and also participate in budget planning. Additionally, this position is the back-up to the Health Services Administrator I and is the acting lead of the program for administrative functions in their absence. Also, while this role is primarily administrative in nature, the position has direct access to learning more about the clinical and public health activities that occur within a TB Program should that be of interest. The position is part of a multidisciplinary leadership team and work alongside over 40 staff that are really passionate about their work, which is really motivating and inspiring.

Note: This posting will create a list of qualified candidates that may be considered for selection of additional vacancies of the same position type over the next 6 months.

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 http://www.kingcounty.gov/elected/executive/equity-social-justice.aspx

Work Schedule

Monday through Friday 8:00 AM to 5:00 PM

Remote and Onsite Work

The Prevention team works in a hybrid model, with days in the office as well as telecommuting. The ratio of remote to onsite work will be dependent on business needs and is subject to change. The primary onsite location is (Harborview Medical Center, 325 9th Ave., Seattle, WA 98104).

Employees must reside in Washington state and within a reasonable distance to their King County worksite to respond to workplace reporting requirements.

King County has a robust collection of tools and resources to support working remotely. The individual selected for this opportunity will join an innovative and progressive team that is redefining how we work as we transition to the department's hybrid environment. Employees will be provided with a County-issued laptop and must maintain a home workspace with an internet connection where they can reliably perform work and remain available and responsive during scheduled work hours.

Job Duties

• Manage daily administrative and operational functions in a public health clinic setting.
• Lead the Administrative Support Section, including hiring, training, supervision, and performance management and evaluations.
• Serve as acting Program Manager when required.
• Interpret and apply County and Department administrative and financial policies in collaboration with Program Manager and Division Administration team.
• Lead administrative functions of process and quality improvement projects and incorporate technology, including automation where appropriate, to improve efficiency and accountability.
• Develop and maintain comprehensive standard operating procedures.
• Oversee facility needs, equipment maintenance, and vendor coordination with Harborview Medical Center and King County Facilities Division.
• Ensure compliance with record retention schedules.
• Support improvements to electronic health record systems.
• Conduct financial analysis, forecasting, and monitoring.
• Develop and monitor program and grant budgets, including scope of work development and reporting.
• Ensure expenditures meet funding requirements.
• Oversee procurement and cash handling.
• Handle administrative aspects of contract development, implementation and monitoring.
• Analyze performance of administrative systems and propose changes as needed where inefficiencies or performance issues are identified.
• Perform quality assurance activities of administrative and financial databases and generate reports for monitoring and improvement purposes.
• Prepare recurring and ad hoc financial and operational reports and presentations as assigned in coordination with Division Finance leads.
• Collaborate with staff and leaders across the program to resolve operational challenges.

Experience, Qualifications, Knowledge, Skills

Ideal Candidate:

• Demonstrated supervisory experience, including performance management and accountability.
• Strong organizational skills with the ability to manage multiple priorities and adapt to rapid change.
• Experience providing high quality customer service to internal and external stakeholders.
• Experience with budget development, financial analysis, grant management and expenditure monitoring.
• Knowledge of financial principles and basic statistics.
• Proficiency with Microsoft Office Suite, primarily Word, Excel, PowerPoint and Outlook, as well as Microsoft SharePoint and Teams.
• Strong written and verbal communication skills.
• Excellent interpersonal, collaboration, and facilitation abilities.
• Experience with document management and administrative systems.
• Strong analytical problem solving and policy analysis skills.

Desired Candidate:

• Four years of experience in an administrative role in a healthcare or public health clinical setting.
• Experience with ORACLE E-Business Suite.
• Advanced Excel skills, including Pivot Tables and data visualization.
• Experience with Microsoft Power BI and Vizio or willingness to learn.
• Experience developing standard operating procedures for complex programs.
• Experience with King County administrative, clinical and financial processes and procedures.

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 "True North", 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.

Who May Apply

Career Service position is open to all qualified applicants.

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).
• Resume.
• Cover Letter.

(Please note: additional attachments will not be reviewed as part of the evaluation process if not outlined as a required application material as outlined above).

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 provide proof of Basic Life Support (BLS) / CPR (if applicable).
• The selected candidate must be able to pass a thorough background investigation, but findings may not necessarily disqualify an applicant for employment. (and Pre-employment Physical, if applicable).
• For more information on our selection process, please refer to www.kingcounty.gov/depts/health/jobs/hiring. For tips on interviewing, please visit https://www.kingcounty.gov/~/media/audience/employees/learning-and-development/Interview_Tips.ashx?la=en.
• 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 ongoing 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 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 your recruiter listed on this job announcement.

Union Membership

non-represented

Contact

For more information about the application process please contact the recruiter.