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Administrative Assistant 3 #114

Spokane Regional Human Resources
Spokane, WA Full-time
Posted on May 12, 2019

Job #114

Administrative Assistant 3

Full time opening in Disease Prevention & Response

Purpose: Provide reception coverage for the HIV/STD Prevention program. Populate state public health database with sexually transmitted disease (STD) labs/case reports for Disease Investigators. Routinely request missing medical provider reports and research electronic medical records when needed to complete database entry. Provide support to staff, as needed.


Retrieve labs from state and local reporting agencies.
Create, update, and maintain complex spreadsheet for tracking of paperwork for STD investigation.
Fax STD report requests. Track requests/receipts of reports.
Train medical providers as needed on completion of reports.


Investigate, retrieve, and compile missing information on STD reports from providers.
Use state database to investigate patient history of STDs, noting dates and report numbers. Research to see if patient is possible partner to person(s) in database. Note case number(s).
Check various electronic medical records to obtain missing or more detailed information for STD reports.
Enter completed STD information into state database. Include additional notes, previous STD history, and possible partner(s).
Evaluate priority, and assign to appropriate disease investigator.


Create and maintain databases for tracking departmental/program information and produce reports from database as required and necessary; use spreadsheets to track, analyze and report quantitative information.
Provide technical assistance, training, and information on computer hardware and software to staff as needed.
Assist with creation and modification of forms and documents, such as testing logs, releases, and case reporting forms.
Assist program manager with assuring unit staff are aware of any staff schedule changes and coverage issues.
Provide front reception and phone coverage for HIV/STD program, assisting clients with questions about program services and connecting them with staff.
Use computer software applications and equipment to prepare and complete routine forms, reports, correspondence, requisitions, tabulations and other materials from copy, rough draft.
Proofread documents for keying and format errors.
Create templates, spreadsheets, macros, presentation materials, slides, charts, and graphics.
Effectively operate PC applications, printers, and fax machine; serve as department liaison with service and vendor personnel when problems occur; reconcile routine problems by consulting technical manuals.
Coordinate and complete purchasing for the HIV/STD Prevention Program utilizing GP system.
Attend meetings, take minutes, and transcribe for program manager approval and staff distribution.
Complete daily data entry for Needle Exchange (NEX) client level data.
Assist with assembly of Naloxone kits for the NEX.


Assist with phone, office, and clerical coverage as needed for programs in DPR.
Holds to team norms.
Assists with quality management tracking and reporting.
Other duties as assigned.
Adhere to HIPAA confidentiality and security of records.

Minimum Required Qualifications:

High School Graduate or GED. A two-year degree in computer science, data processing, or closely related field preferred.
Three to five years of responsible and advanced technical and administrative support experience including the full range of office and support functions; telephone and reception, word processing, spreadsheet and other personal computer applications, filing systems, mail, supplies, budgeting, and accounting

Required Immunizations:

MMR (Measles, Mumps, Rubella)
Tdap (Tetanus, Diphtheria, Pertussis)
Varicella (Chicken Pox)
Hepatitis B

Knowledge, Skills and Abilities:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Ability to gather, organize and analyze data, utilizing intermediate skills to track, analyze and report quantitative information.
Must have proven ability to design, create, view, and edit databases, create queries, design custom data entry forms, and create output such as data transfers or reports.
Ability to learn new computer software applications.
Establish and maintain effective working relationships with the public and fellow employees.
Knowledge of advanced and general office practices and procedures.
Ability to communicate clearly in face-to-face and phone interaction with clients and coworkers.
Ability to understand and follow directions.
Knowledge of basic spelling and arithmetic.
Knowledge of PC computer applications such as Microsoft Word, Access, Excel, as well as graphic programs.
Knowledge of multiple line telephone systems.
Ability to use office equipment such as computers, copy machines, facsimile machines; follow oral and written instructions.

Additional Competencies: If appropriate to the individual position, applicants may be tested for competencies defined within the “Typical Duties” including, but not limited to:

Typing: 50 wpm net
Entering, retrieving, and producing complex reports from computer database applications.
Proofreading for keying, formatting, spelling or grammatical or content errors.
Utilizing computer software applications and equipment to prepare and complete forms, documents, letters, reports, templates, presentation materials, slides, charts and graphics from rough drafts, dictation equipment, written or verbal instructions or from own composition.

Environmental Factors:

Indoors, sedentary with 8 hours/day sitting or standing
6 hours/day keyboarding or typing at a computer terminal
Communication skills to interact effectively with people
Comprehend and process verbal communication
Visual acuity to read small print
Ability to bend, twist, stoop on an occasional basis
Ability to carry up to 30 pounds on an occasional basis
Ability to type, file and complete forms with or without accommodation