Administrative Assistant 1 (AA 1) DOH8756

Are you someone who seamlessly transitions between tasks and knows when to change course to address important mattersDo you enjoy supporting both internal and external customers while consistently meeting standards of productivity Then one of these opportunities may be the position for you! These full-time permanentAdministrative Assistant 1positions are located at the Tumwater WA DOH office.

Join a high-functioning team dedicated to improving patient safety! As an Administrative Assistant 1you will provide critical administrative support specific to the disciplinary process against licensed health professionals. The Administrative Assistant 1s are integral in the delivery of quality disciplinary services to HSQA programs and other entities and work to ensure that performance measures are met regarding the timeliness of disciplinary cases. They assist with compliance with State of Washington law regulations and procedures by assuring the accuracy and completeness of regulatory documentation files and records and by ensuring the efficient and effective management of agency records pursuant to WAC. Work within a team that shares work responsibilities and helps each other to achieve goals and deliverables apply today to help us protect and improve the health of people in Washington!

At the Division of Health Systems Quality Assurance (HSQA) we oversee Washington States healthcare delivery system ensuring the highest standards of care. The Department of Healths HSQA Office of Investigative and Legal Services (OILS) supports the agency and division mission by implementing the discipline procedures for health and health-related professionals and businesses as required under the Washington Uniform Disciplinary Act RCW 18.130 (UDA). Together we ensure complaints are investigated and health care providers and businesses are following rules and regulations that help keep Washington residents safe.

Key Responsibilities Include

• Monitor OILS Administrative Inbox to timely review process and track a variety of tasks and requests including but not limited to: staff travel reimbursement requests through Travel & Expense Management System (TEMS); Language Link written translation services; procurement requests.
• Support management of Pitney Bowes postage meter by monitoring usage ensuring adequate postage is always available processing payments and monitoring serviceability of leased equipment.
• Contact vendors regarding bill discrepancies contract inquiries and negotiates/requests adjustments as needed.
• Review prepare and route A-19 invoices for vendor purchases and bill payments.
• Perform timekeeping coordinator and attendance keeper duties for OILS.
• Process mail: activities include but are not limited to sorting opening date-stamping scanning physically or digitally distributing incoming mail and documenting pertinent information in ILRS.
• Monitor Fax 4930 Inbox to review and distribute incoming faxes.
• Assist higher-level staff in the retrieval of records and/or requests to locate information files or documents.
• Monitor the OILS Litigation Inbox to close disciplinary case files within timelines following established protocols and procedures to ensure accurate record-keeping and reporting in the disciplinary case management system.
• When closing cases determine whether the Attorney Generals Office possesses transferred evidence and coordinate its return.
• Submit final disciplinary orders reports to various national provider organizations pursuant to informal or formal compact agreements within timeline.
• Order legal files for specific cases from Records Center as needed.

Why Join Us

• Impactful Work: Provide critical administrative support and serve as a liaison for the office.
• Collaborative Environment: Participate in office and divisional workgroups to promote organizational effectiveness and structure.
• Growth Opportunities: Use your technical and professional competence to improve performance goals.

• Work-Life Balance: Work for an agency known for its wellness programs and support for employee well-being.

Ready to make a difference Apply now and become a part of a mission-driven team dedicated to safeguarding public health!

Location and Flexibility

Enjoy the flexibility of our hybrid work environment where you can balance working from home and collaborating in the office. It is anticipated that youll be expected at the DOH facility located in Tumwater for work activities 3-days weekly after successful completion of training and probationary period. During training and probationary period you may be required to report to the office 5-days a week.

Required Qualifications

You must meet the option provided and any additional criteria listed. Experience may have been gained through paid or unpaid activities. Please ensure any relevant experience defined below is outlined in your cover letter resume and/or applicant profile.

Two or more years of secretarial or administrative experience within a high-production environment and professional office setting; and

Two (2) or more years of experience using the following:

• Word processing software such as MS Word to create format edit preview print and save documents. Use standard functions to select edit copy paste format and spell check text.
• Electronic communication and calendar programs such as MS Outlook to compose send and respond to electronic mail and coordinate schedules and schedule meetings.
• Electronic database system to update and/or maintain records.
• Internet to access research find and download information.
• Spreadsheet software such as MS Excel to create modify print and format spreadsheets find and replace data work with basic formulas filter and sort data and create/format charts and graphs.

Preferred/Desired Qualifications:

Progressively responsible administrative or secretarial experience in the legal or regulatory field.

Demonstrated proficiency with HSQA Integrated Licensing and Regulatory System (ILRS).

Demonstrated experience working in a complex organizational structure.

Demonstrated experience formatting and proofreading complex documents.

Associate degree or higher from an accredited educational institution.

Benefits and Lifestyle

We prioritize your work-life balance and offer one of the most competitive benefits packages nationwide tailored to support your lifestyle. Discover more about Why DOH by visiting .

We are the Washington State Department of Health (DOH)

At DOH we safeguard public health in an ever-evolving world. Through collaboration with local health jurisdictions and state federal and private partners our programs and services impact every Washingtonian and visitor daily. Were driven by Equity Innovation and Engagement as outlined in our Transformational Plan for the future of Washington health.

Conditions of Employment:

This position is covered by a bargaining unit for which the Washington Federation of State Employees (WFSE) is the exclusive representative.

I am prepared with or without accommodation to do the following:

• Commit to a full-time 40-hour 8am 5pm workweek schedule. A flexible work schedule will be considered at the incumbents request subject to supervisory approval.
• Communicate through applications such as MS Teams and MS Outlook and by phone while working.
• Adjust my work schedule occasionally to align with business needs which may entail working evenings and weekends.
• Perform my job duties either remotely from home or in person at the Tumwater DOH site location.
• Occasional travel may be necessary sometimes requiring overnight stays or trips out of state.
• Legally drive a vehicle or arrange alternative transportation for state business.
• Engage in emergency response exercises and high-priority assignments as assigned during emergency events.

APPLICATION DIRECTIONS:

To apply click Apply and complete the application. Attach your resume and cover your Applicant Profile include at least three professional references (including a supervisor a peer and someone youve supervised or led if applicable). Please do not include private information such as social security number or year of birth.

Make sure to document your years of experience skills and abilities as listed in the qualifications section of this job posting.

Attach onlythe following:

Veterans Preference: Applicants wishing to claim Veterans Preference must attach a copy of their DD-214 (Member 4 copy) NGB 22 or a signed verification of service letter from the United States Department of Veterans Affairs to their application. Please remove or cover any personally identifiable data such as social security numbers and birth year

Do notinclude or attach the following these documents will not be reviewed:

Equity Diversity and Inclusion: We regard diversity as the foundation of our strength recognizing that differing insights and abilities enable us to reflect the unique needs of the communities we serve.

DOH is an equal-opportunity employer. We prohibit discrimination based on race/ethnicity/color creed sex pregnancy age religion national origin marital status the presence or perception of a disability veterans status military status genetic information sexual orientation gender expression or gender identity.

Questions and Accommodations: If you have questions need accommodation in the application or selection process or need information in an alternative format contact Kristina Coxat. Please reference DOH8750.

Technical Support: Reach out to NEOGOV directly at 1- for technical support and login issues.

This recruitment may be used to fill positions of the same job classification across the agency. Once all the position(s) from the recruitment are filled the candidate pool may be used to fill additional open positions for the next sixty (60) days.

Only applicants who follow the directions and complete the Application Process in full will have their responses reviewed for consideration.

Experience and education selected listed or detailed in the Supplemental Questions must be verifiable on the submitted applicant profile.