Administrative Specialist III - Mobile Vaccine Response Team

King County; Seattle (WA); Hybrid; USD 52,000 - 68,000; Part time

Job summary

King County's Mobile Vaccine Response Team is seeking an Administrative Specialist III on a short-term basis to support vaccination efforts in Seattle and King County. The role involves coordinating logistics, maintaining medical records, and scheduling clinics at community sites, with a hybrid work model and in-office presence in Seattle.

Ideal candidates will have strong organizational and communication skills, experience with medical terminology, PHI confidentiality, and proficiency in

Qualifications

• Strong customer focus and integrity are essential.
• Ability to organize, prioritize, multi-task and meet deadlines under tight timelines.
• Demonstrated knowledge of medical terminology.
• Experience using WAIIS and troubleshooting issues.
• Ability to maintain confidentiality of protected health information (PHI).
• Familiarity with HIPAA and related regulations.
• Strong communication and interpersonal skills.
• Ability to work independently and in a team.
• Flexibility to work in varied settings.

Responsibilities

• Provide administrative and logistical support to the Mobile Vaccine Response Team across King County vaccination clinics.
• Oversee vaccine inventory, storage and handling.
• Manage medical records and documentation.
• Schedule vaccination clinics at shelters, houses of worship, and community sites as needed.
• Coordinate daily schedules and staffing with team members.
• Update forms and materials for the Mobile Vaccine Response Team.
• Monitor inventory of clinical, office, and vaccination supplies.
• Respond to referrals and inquiries about clinics.

Skills

Customer focus

Organizational skills

Multi-tasking

HIPAA knowledge

Communication skills

Microsoft Office

SharePoint

Outlook

Tools

Microsoft Office

SharePoint

Outlook

Word

Excel

Job description

Department of Public Health - Seattle & King County’s Mobile Vaccine Response Team is seeking an Short-term Temporary (STT) Administrative Specialist III. The Administrative Specialist will work in close collaboration with the mobile vaccine response team members, members of the Immunization Branch, Vaccine Preventable Disease Investigations & Response Team, and other members of the CD-IMMS Section to support vaccination efforts to mitigate the risk of large or disruptive vaccine-preventable disease outbreaks in under-immunized communities and to provide rapid post-exposure prophylaxis in settings where risk of exposure to a confirmed case is high. The Immunization Branch works in a hybrid model, with most days in the office and some telecommuting. The ratio of remote to onsite work will be dependent on business needs and is subject to change. As a member of the Mobile Vaccine Response Team, this position is based in the Chinook Building in Downtown Seattle, however, the incumbent will support vaccination clinics in non-traditional settings such as shelters, schools, places of worship, and community sites throughout King County. Populations of focus include people experiencing homelessness and newly arrived immigrants seeking asylum. The incumbent will report to the Healthcare and VPD Outbreak Response Program Manager in the Immunization Branch of the Communicable Disease & Immunization (CD-Imms) section of the Prevention Division.

Background

The Communicable Disease Epidemiology and Immunization (CD-Imms) section resides within the Prevention Division in Public Health – Seattle & King County. The CD-Imms section focuses on three major functions: disease surveillance, case investigation, and intervention. The section is led by the Chief and Deputy Chief and is composed of four teams: Investigations, Analytics and Informatics, Immunization, and Administration. We are a large, skilled, passionate team of nearly 100 staff that oversees 65+ reportable diseases and conditions (excluding TB, STI, and HIV) from healthcare professionals and laboratories in King County. Some of our work includes investigating cases and identifying exposed persons requiring follow-up; analyzing disease report data and trends to identify opportunities for disease prevention; monitoring emergency department visits for indications of outbreaks or biological terrorism; and conducting disease surveillance year-round. We also lead pro-equity immunization strategies to improve vaccination among priority populations. Cross collaboration across branches and teams is central to our workflow and each team supports one another to achieve the objectives of the section.

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 4:30 pm, 40 hours a week

Work Location

Chinook Building, Chinook, 401 5th Avenue, 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.

Areas of responsibility include:

Providing administrative and logistical support to the Mobile Vaccine Response Team which coordinates vaccination clinics in a variety of settings throughout King County:

• Overseeing all aspects of vaccine inventory, storage and handling.
• Medical record management and documentation. Administrative and Logistical Support
• As directed by the Healthcare and VPD Outbreak Response Program Manager, schedule vaccination clinics at shelters, houses of worship, low-income senior housing sites, etc.
• Partner with Mobile Vaccine Response Team colleagues to proactively manage mobile team daily schedule and staffing.
• Update and create forms and other materials as needed for the Mobile Vaccine Response Team.
• Inventory clinical, office, and vaccination supplies on a routine basis and order as needed.
• Respond to referrals for mobile vaccination clinics from community-based organizations, homeless service providers, and other partners.
• Respond to inquiries about Mobile Vaccine Response Team vaccination clinics.

Vaccine inventory management, storage and handling :

• In consultation with Healthcare and VPD Outbreak Response Team Manager and Mobile Vaccine Response Team Nurses, manage vaccine inventory following DOH and Federal Guidelines.
• Complete monthly accountability reporting per WA DOH Adult Vaccine Program and Childhood Vaccine Program requirements.
• Monitor vaccine storage unit temperatures on a daily basis.

Medical record management and documentation :

• Enter vaccine administration data into Washington Immunization Information System (WAIIS).
• Perform daily Health Information Management (HIM) operations at the vaccination clinic site.
• Perform daily quality assurance to ensure completeness of medical records and corresponding immunization documentation in WAIIS.
• Enter vaccine site and patient data into Mobile Vaccine Response Team database (REDCap) to enable data analysis and reporting.

Minimum Qualifications:

• Strong customer focus with dedication to integrity, ethics, trust, and values.
• Skilled at organizing, prioritizing, multi-tasking and adapting to changes in workload demands and successfully meeting deadlines under strict time constraints without compromising accuracy.
• Demonstrated knowledge of medical terminology.
• Experience using WAIIS and troubleshooting issues.
• Ability to demonstrate application of health records management and maintenance principles in both paper and electronic formats.
• Demonstrated ability to maintain confidentiality of protected health information at all times.
• Demonstrated knowledge and ability to comply with HIPAA, Federal and State regulatory principles and guidelines.
• Demonstrated knowledge of proper release of patient information including understanding of Federal and State laws and regulations that govern the release of information (ROI).
• Demonstrated knowledge and ability to apply various records retention guidelines.
• Strong communication and interpersonal skills and the ability to work independently as well as part of a team in a collaborative, team-centered environment.
• Demonstrated flexibility and experience working in a variety of settings.
• Skilled in relating to and working with clients from various cultures, racial and social and economic status.
• Proficiency and ease in using Microsoft Office applications (SharePoint, Outlook, Word, Excel).
• Demonstrated ability to move up to 50 pounds to transport boxes, vaccine equipment (e.g., coolers), and office and clinic supplies. This may involve intermittent lifting, standing stooping, bending and reaching throughout the workday.

Desired:

• A basic understanding of vaccine preventable diseases and immunizations.
• Understanding of and familiarity with homeless and social services, affordable housing in King County, and local related community resources.
• Experience creating effective working relationships with external program partners/agencies.
• Lived or professional experience working with people experiencing homelessness and/or newly arrived immigrants seeking asylum.
• Bilingual in one of the most common non-English languages in King County (such as Spanish, Arabic, Somali, Hindi, Punjabi, Chinese, Vietnamese, Korean).

Who May Apply

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

(Please note: Cover letters and 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 pass a thorough background investigation and, but findings may not necessarily disqualify an applicant for employment.
• For more information on our selection process, please refer to www.kingcounty.gov/depts/health/jobs/hiring
• Employees are required to protect the privacy and security of protected health information as defined in State and Federal Law.
• Public Health relies