Street Medicine Administrative Assistant

Job Summary

Are you looking for a position that provides administrative and operational support to the Street Medicine program, enabling clinical teams to deliver field-based healthcare to people experiencing homelessness throughout Pierce County? Reporting to the program manager, this position manages inventory, processes referrals, supports medical billing and data management, maintains confidential records, and coordinates communication with patients and community partners. This is a Project, Full-Time (1.0 FTE) position, currently funded through 12/31/2027.

This position is the first level in the Administrative Assistant series. An employee assigned to this position will work under the close supervision of an immediate supervisor. Work performed is routine to moderately complex and requires some independent judgement and interpretation of policies and procedures.

Position Series:

• Administrative Assistant
• Senior Administrative Assistant
• Office Administrator

Career Path Options:

• Executive Assistant I
• Executive Assistant II

Essential Functions:

• Inventory And Supply Management: Maintain medical and outreach inventory, order and receive supplies, stock on-site and off-site storage locations, conduct inventory counts, and coordinate procurement activities.
• Referral Coordination: Answer the Street Medicine warm line, monitor the program email inbox, process referrals, maintain referral tracking systems, coordinate follow-up activities, and support communication with patients and community partners.
• Data and Records Management: Scan and securely manage field documentation, maintain electronic and paper records, upload documents to SharePoint, support record retention, and ensure compliance with HIPAA and departmental policies.
• Billing and Clinical Administrative Support: Verify insurance enrollments through ProviderOne lookups, assist with billing documentation, resolve charting questions with providers, and monitor prescription fulfillment.
• General Administrative Support: Provide customer service, manage correspondence to frequently asked questions, coordinate meetings, support special projects, maintain office equipment and supplies, and perform other administrative duties as assigned. Provides customer service through various modalities to include in-person, over the phone, and online.

Examples of Key Duties:

• Provides information about Health Department services to internal and external customers.
• Provides customer service through various modalities to include in-person, over the phone, and online.
• Answers telephones, screens and directs calls, greets visitors, and refers incoming inquiries to appropriate resources and/or staff.
• Assists in the research and development of reports, presentations, and records. Proofreads and edits documents and reports.
• Researches, responds to, and tracks customer complaints. Escalates customer questions or complaints to appropriate staff.
• Maintains complex electronic and paper filing systems; assists with records management.
• Enters, logs, files, and retrieves data manually and electronically.
• Maintains inventory, submits purchase orders, and distributes supplies and equipment.
• Processes, distributes, prioritizes, and responds to mail and correspondence.
• Provides employees with training for and technical assistance with software applications and office equipment.
• Maintains calendars for managerial staff, including scheduling meetings and appointments. Plans and coordinates staff and program events.
• May handle monetary transactions such as fees, fines, or payment for services rendered.
• The work you do might require you to participate in the Title XIX Medicaid Claiming Program.
• Performs other duties as assigned.

Safety & Emergency Preparedness:

• Adheres to all workplace and trade safety laws, regulations, standards, and practices.
• Understands and properly follows established procedures in preventing and responding to unsafe or emergency situations. Identifies and reports potentially unsafe practices or conditions.
• Operates equipment, tools, machinery, and vehicles safely and understands processes for reporting an accident or injury.
• Understands and applies knowledge and skills necessary to successfully perform assigned emergency response role during an emergency.

When public health responds to an emergency, you may be assigned duties and responsibilities that are outside your regular job description. This may involve responding at any time and reporting to a location other than the department with different working conditions and physical requirements. You are expected to participate in emergency preparedness activities including our emergency notification system, WA SECURES. Drills and real-world events may take place at any time.

What You Bring To The Table

• Knowledge of complex office procedures and practices.
• Intermediate knowledge of Microsoft Office programs
• Basic knowledge of database programs and Adobe.
• Basic project management skills.
• Knowledge and use of grammatical conventions including, but not limited to spelling, punctuation, and sentence structure.
• Application of basic math skills.
• Strong attention to detail, accuracy, and proof-reading skills.
• Proficiency in records and document management.
• Ability to research and compile information from multiple sources.
• Skilled in maintaining sensitive and confidential data and using discretion when sharing information.
• Skilled in communication:
• Listens to others and communicates in an effective manner.
• Asks questions in ways that enhance the clarity, quality, and reliability of information.
• Understands and learns from what others say, attends to nonverbal cues, and responds appropriately.
• Grasps the meaning of written information and applies it to work situations.
• Conveys ideas and facts using language the audience will best understand, taking into consideration the audience and nature of the information.
• Writes in a clear, concise, and organized manner for the intended audience.

Foundational Competencies:

• Knowing and managing oneself: Understands that all equity, trauma-informed, and restorative practices start with oneself. Exercises a high degree of self-reflection, personal accountability, resilience, flexibility, and adaptability. Is willing to learn, apply, and model agency values and ethical standards.
• Restorative practices and conflict resolution: Articulates through words and actions authentic commitment to create an environment in which all people are treated with dignity and respect and afforded equal opportunities and impartial treatment. Centers work inequity and trauma informed and restorative practices to achieve and maintain collaboration and teamwork and to effectively work with historically underrepresented and/or underserved populations to advance community health. Utilizes restorative practices to address harm and promote healing to strengthen relationships between individuals and social connections within communities.
• Collaboration and engagement: Provides balanced and objective information to help teammates, partners, and the public understand problems, alternatives, opportunities, and solutions. Works directly with partners within the Department, in the community, and members of the public affected by the work to obtain feedback and understand diverse points of view, concerns, and aspirations. Identifies preferred solutions together, incorporating advice and recommendations to the maximum extent possible.
• Evidence informed practices and decision-making: Applies evidence informed practices and methodologies to achieve the greatest impact in delivery of services to internal and external customers and partners. Incorporates the social determinants of health into public health work. Integrates research and evidence into the decision-making process. Seeks to systematically identify and eliminate inequities resulting in differences in health and in overall living conditions. Utilizes evidence informed practices to increase equity in systems and policy. Creates a robust culture of assessment and evaluation and continuous process improvement.
• Cross cultural communication and engagement: Understands that cultural awareness, appreciation, and humility can only occur when you practice curiosity and open-mindedness. Operates with a high level of humility and cultural agility to achieve effective intercultural communication, engagement, and collaboration in the workplace and in the community. Is open to feedback and continuously self-reflects on one's own actions and responses. Centers personal accountability on the Department's mission, values, and ethical standards.

Who Should Apply

The items below are the requirements for the job and are relevant to this position. The organization values work experience, lived experience, and education and realizes that people take different paths to acquire knowledge.

• High School Diploma or GED
• 1 year of experience in an office, customer service, or call center setting

We will consider any equivalent combination of education and experience that provides the necessary qualifications to successfully perform the duties of the position.

Professional Certifications, Lic