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Administration, Clerical & Support

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Administration Specialist C

Location: Renton, WA Job Number: 699847 Date posted: 05/14/2018
Description: This position is a member of the Ancillary Support team supporting call out process, relief staffing, timekeeping using Kronos and reporting for approx. 1300 staff and 100 managers in KPWA ancillary services. Experience using Excel, SharePoint, Kronos or other timekeeping and scheduling preferred. Majority of time is spent on timekeeping in Kronos including schedule entry, recording exception time, and updates based on staffing changes. Tools used include schedules on SharePoint, MyHR for Labor contracts and policy/procedure, team built and maintained tracking tools using Office products, and Pharmacy Relief pool database.


The work schedule is primarily Monday - Wednesday 8:00AM-4:30PM and Thursday-Friday 9:00AM-5:30PM, but start and stop time as well as days of week could vary based on overall team staffing. Occasional Saturday and/or Sunday shifts will be scheduled.

Essential Responsibilities:
  • Manages calendars, arranges appointments, meetings anticipating organizational and leadership priorities. Plans travel itineraries. May direct others in doing some aspects of this work.May answer telephone inquiries, takes and relays messages and greets visitors but usually directs others doing this work. Screens telephone calls/visitors, refers to appropriate staff member. Explains Departmental, Division and KFHPW policies and procedures in response to inquiries. May provide information to top level management, Board Members and external customers or stakeholders in a manner that requires in depth knowledge and understanding.
  • Plans, coordinates and implements space and equipment changes for a large Department or Division. May operate a variety of office equipment. May place orders for supplies and office equipment. May be responsible for basic computer and software planning, instruction and implementation for a broad range of staff. Establishes/maintains complex departmental filing systems including confidential departmental files and records.Directs others in sorting and routing department mail. Reviews/screens manager's mail, researches issues and provides recommendations.
  • Uses a variety of word processing software to type letters, reports and presentation materials. Composes significant amounts of correspondence on own initiative without supervisor's review. May include confidential information. Performs desktop publishing on a more routine basis. Proofreads documents for typographical, spelling and content errors.Maintains established databases, generates routine reports from such data. May create more complex spreadsheets/graphs using departmental and KFHPW information.
  • Tracks/monitors budgets, posts data to ledgers. Reconciles invoices and resolves discrepancies. Collects data with limited or no direction, formats ad hoc reports. Completes full quality/accuracy review of data and analyzes data and formulates conclusions or recommendations beyond variance reporting.
  • Supervises staff on a regular, on-going basis with hire, fire, training and performance management responsibility and authority. Coordinates and organizes projects, most without direction, schedules complex meetings and prepares materials such as agendas, timelines, reports and presentations. Develops timelines, prepares work plans and sets agendas sometimes without review. Takes minutes, finalizes and distributes minutes without review.


  • Basic Qualifications: Experience
  • Minimum five (5) years of administrative or comparable experience.

    Education
  • High School Diploma OR General Education Development (GED) required.

    License, Certification, Registration
  • N/A

    Additional Requirements:
  • Experience with project planning and coordination.
  • Writing and math skills.
  • Customer service and communication skills.
  • Initiative, discretion and analytical ability.
  • Proficiency with software used by the department.
  • Typing: 55 WPM.
  • Skills testing as appropriate.

    Preferred Qualifications:
  • Advanced education courses.

    Primary Location: Washington,Renton,Renton Administration - Adams 2921 Naches Ave. SW Scheduled Weekly Hours: 40 Shift: Day Workdays: Mon, Tue, Wed, Thu, Fri, Sun Working Hours Start: 6:00 AM Working Hours End: 5:30 PM Job Schedule: Full-time Job Type: Standard Employee Status: Regular Employee Group/Union Affiliation: Non-Union, Non-Exempt Job Level: Individual Contributor Job Category: Administration, Clerical and Support Services Department: Ancillary Support Travel: No
    Kaiser Permanente is an equal opportunity employer committed to a diverse and inclusive workforce. Applicants will receive consideration for employment without regard to race, color, religion, sex (including pregnancy), age, sexual orientation, national origin, marital status, parental status, ancestry, disability, gender identity, veteran status, genetic information, other distinguishing characteristics of diversity and inclusion, or any other protected status.

    External hires must pass a background check/drug screen. Qualified applicants with arrest and/or conviction records will be considered for employment in a manner consistent with federal and state laws, as well as applicable local ordinances, including but not limited to the San Francisco and Los Angeles Fair Chance Ordinances.
  • About Administration, Clerical & Support Services Careers

    Administration, Clerical & Support Services Careers

    From greeting callers and visitors and answering questions to coordinating schedules and arranging meetings, our administrative, clerical, and support teams consistently demonstrate extraordinary knowledge, skills, and abilities. They provide superior and culturally sensitive service to each other, our members, purchasers, contracted providers, and vendors.

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