Administrative Specialist III Jail Health Services

Administrative Specialist III

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.

About Jail Health Services: JHS provides needed health and social services to the incarcerated population located in the King County jails - King County Correctional Facility (KCCF) in Seattle, WA, and Maleng Regional Justice Center (MRJC) in Kent, WA. The primary services we provide include medical, dental, mental health, social and release planning services, treatment of substance use disorders, and pharmaceutical services. We care about the people we serve and their health outcomes. Our division includes over 230 employees and a bi-annual budget of over $80 million. The purpose of JHS is to assure that high-quality health and human services are available to the incarcerated population in the King County adult correctional facilities: the King County Correctional Facility (KCCF) in Seattle and the Maleng Regional Justice Center (MRJC) in Kent. The JHS vision is Opening Doors to Healthier, Happier Lives, and the mission is to assess and stabilize serious health problems for the detained population of the King County Correctional Facility and the Maleng Regional Justice Center with a focus on transition from jail. Staffed 24 hours per day, 7 days per week, 365 days per year, JHS provides a broad range of health care to all individuals booked into the jails. For patients with serious mental health or medical conditions, special housing units (psychiatric and infirmary) along with a higher level of services and medical monitoring are provided. Since the patient population varies both in numbers as well as in acuity of health conditions, staffing is adapted and flexed to meet the constantly changing needs of the population. JHS staff manage the complex health needs of underserved populations many of whom come to the facility without access to care in the community and with decompensated acute and chronic health conditions.

The typical schedule is offered as five days a week for 8 hours, or four days a week for 10 hours. Specific days and times of the shift will be determined upon hire. Hours of operation for the team are from 5:00 a.m. to 10:30 p.m. Seven days per week. Differential pay of an additional $1.00 per hour for hours worked between 5:00 p.m. to 10:00 p.m. and $1.50 for hours worked between 10:00 p.m. to 7:00 a.m. will be given. This position is overtime eligible and may be required to work evenings, holidays and weekends as needed.

The primary work location is at the King County Correctional Facility located at 500 5th Avenue Seattle, WA 98104. The secondary location is at the Maleng Regional Justice Center 620 W James St. Kent, WA 98032.

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

Job Duties

• 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/visitor 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.

Experience, Qualifications, Knowledge, Skills

Our ideal candidate will demonstrate the following (Minimum):

• 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.

The most competitive applicants will have the following experiences and qualifications (Desired):

• 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.