Administrative Assistant 3 DOH8834

Tumwater, WA - USA

Monthly Salary: $ 3925 - 5271

Posted on: 21 hours ago

Vacancies: 1 Vacancy

Job Summary

Description

This position offers a hybrid work arrangement combining remote work with scheduled onsite work at our DOH facility in Tumwater approximately 3 days per week after the initial training period.

On-site attendance (up to 5 days per week) will be required of the incumbent for onboarding and instruction during the first 3 to 6 months of appointment.

The Opportunity

This senior administrative position supports the work of more than 100 full-time OILS employees and is the supervisor to three administrative assistant 1s. This position requires a working knowledge of the Health Systems Quality Assurance division department and OILS missions goals objectives policies and procedures. Work is assigned and delegated by the Office Operations Manager and executive leadership within the Office.

Key Responsibilities Include:

High-level administrative support services for OILS business operations

Identify best practices for administrative work activities and collaborate with other administrative staff to implement them.
Assist in the development of procedures related to administrative work. Answer questions and guide administrative responsibilities procedures and policies.
Be a resource to managers regarding staff performance and training needs. Assist OILS management to identify develop and facilitate training activities for administrative staff.
Manage OILS program email in boxes and calendars.
Submit Service Central tickets and serve as the office Service Central coordinator

Provide backup administrative support to OILS AA4

Administrative support for tasks such as scheduling meetings reserving rooms drafting and disseminating meeting agendas and meeting minutes assisting with travel arrangements and reimbursements and other duties as requested.
Maintains office-wide records for 100 employees including but not limited to training records information technology system access permission levels emergency contact information and other required documentation.
Provides backup support in hiring processes including preparing and maintaining recruitment and panel interview materials scheduling interviews and reference checks.
Processing training/conferences registrations not in LMS for OILS staff by researching and gathering needed information

Supervise and direct workload of three Administrative Assistant 1s.

Support of special orders and copier payments tracking and maintenance preparation and processing of invoice requests and payment vouchers and primary contact to order DOH-approved business cards and letterhead.
Payroll and timekeeping coordinator by ensuring the timely collection and submission of payroll information to the payroll to ensure employees are paid each pay period.
Mail activities including sorting opening date-stamping scanning physically or digitally distributing incoming mail and documenting pertinent information in ILRS.
Responding to requests for public records received from the Office of Customer Service Public Disclosure Unit.

Why Youll Love This Role

Youll resolve problems and coordinate information decisions strategies and actions with the public staff members and management. Working within a team environment the AA 3 will promote cooperation and help HSQA colleagues to achieve office and division goals deliverables and meet customer expectations. Serving as a lead or active member of workgroups you will represent the office or division in carrying out special events and ad hoc committees.

Required Qualifications

There are multiple pathways to qualify for this position. You must meet one of the options 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.

Three (3) or more years of experience planning organizing coordinating and completing administrative duties in an executive-level business office (at the Administrative Assistant 2 job classification or above or equivalent). To include:

Demonstrated ability to plan organize and lead teams; assign review and coordinate work projection; develop procedures for most effective use of staff space and equipment.
Knowledge of office organization methods and management principles; modern methods of performing various kinds of clerical work and of measuring work production; office materials supplies and equipment; inventory control and record management; supervisory techniques.

Additional Required Knowledge Skills Abilities and Experience

Three (3) or more years of experience using the following software:
- MS Excel or other spreadsheet software to create and manipulate large or complex spreadsheets tables databases and reports; create complex mathematical formulas; link worksheets and create links to external data sources; import data from other sources; find and format records; sort and filter by multiple selections; develop queries and reports; and create and format charts and graphs.
- MS Word or other word processing software to create format edit print and save documents; use standard functions to select edit copy past format and spell check text; create bulleted and numbered lists indent and align paragraphs using tabs; create hyperlinks; create format sort and edit tables columns and charts; insert and format sections; create headers and footers; work with pictures and draw objects; create forms using templates work with form fields and format and enhance forms; use mail merge to create form letters and modify merged documents; create tables of contents and compile update indexes.
- MS PowerPoint or other presentation software to create format edit and run slideshows; integrate text with graphics add hyperlinks create charts and graphs create and print speaker notes and handouts work efficiently with templates and masters to format design and update slides handouts and notes.

Competencies:

Self-management: Continues seeking and assuming additional responsibilities as appropriate. Treating others with respect and dignity. Strives to work effectively in a diverse work environment. Focuses on the situation issue or behavior rather than on the person.

Teamwork: Demonstrates respect for others perspectives and needs and actively supports the good ideas of others. Demonstrates broad knowledge of the department and division missions and guiding principles. Supporting teamwork and cooperation through open and honest communication. Recognizing the contributions of others.

Ethical Conduct - Respects and maintains confidentiality. Avoids inappropriate situations and actions which present the appearance of a conflict of interest. Does not misrepresent self or use position for personal gain. Uses the publics funds and resources appropriately.

Confidentiality: Ability to maintain the confidentiality of sensitive information accessed or discussed in performing the work of this position.

Attention to Detail: Produces thorough accurate documents; identifies and corrects errors consistently reviews work to ensure quality.

Preferred Qualifications

While these arent required having them can help you stand out as a candidate.

One (1) or more years of experience using Adobe Acrobat Professional Microsoft SharePoint and Visio computer software
One (1) or more years of experience and ability to use presentation software such as Microsoft PowerPoint to create format edit and run slide shows integrate text with graphics add hyperlinks create charts and graphs create and print speaker notes and handouts work efficiently with templates and masters to format design and update slides handouts and notes.

Experience and training in applying quality improvement thinking and tools to improve processes and increase accuracy timeliness and overall quality.

Employee Benefits

We offer a solid benefits package that supports you and your familys health financial security and work-life balance. Youll have access to comprehensive medical dental and vision coverage life and long-term disability insurance flexible spending and health savings accounts and retirement plans that help you plan for tomorrow while youre living today. Paid holidays vacation and sick leave help you recharge and additional programs like dependent care assistance and professional development opportunities add value beyond basic coverage. Join us and enjoy benefits designed to care for you as much as you care about public health. Learn more about DOH benefits and see how we support your life at work and beyond by visiting.

The Office of Investigative and Legals Services (OILS) mission is to protect the public health and safety of the people of Washington we collect information investigate complaints and take enforcement action against health care providers and facilities who provide substandard care or commit unprofessional conduct.

About the Washington State Department of Health

Were nearly 2000 professionals across Washington working together to protect and improve community health. Guided by our values of Equity Innovation and Engagement we address health disparities respond to emerging challenges and strengthen systems that support resilience. At DOH we help reduce barriers collaborate with diverse communities and champion equitable health outcomes. Were passionate people who are driven to make a difference in public health.Explore more about the Department of Health our programs and our impact byvisiting our website.

Working Conditions:

The following describes the working conditions of this position with or without reasonable accommodation.

Work Setting:

The position requires 3 days a week in-person attendance to perform duties on-site at the Tumwater office once the initial training phase is complete. When not working on-site this position may work from home or an alternate location.

Schedule:

Standard DOH business hours are Monday to Friday 8:00 a.m. to 5:00 p.m.; however an alternate or flexible work schedule may be considered at the employees request subject to supervisory approval. The position would not normally require working in excess of 40 hours per week but if it became necessary for business needs your supervisor would notify you in advance.

Travel Requirements:

Infrequent travel is required to meet with customers and/or provide in-person training. Locations for travel include:

When traveling for work the position may require traveling alone or with another employee for multiple days and nights in or out of state.

When driving for state business the employee must be able to legally operate a state or privately-owned vehicle; OR provide alternate transportation while on state business.

Tools & Equipment:

This position uses standard office furniture and equipment such as a desk office chair cell phone computer monitor(s) keyboard and mouse; and when in the office the position may also require the use of a printer phone fax machine and/or copy machine.

Customer Interactions:

The position frequently requires engaging with customers in a variety of settings including agency staff agency managers and supervisors external partners statewide professional associations and external customers some of whom may be upset frustrated or irate.

Other:

The DOH campus is a smoke-free drug-free alcohol-free scent-neutral environment.
This position may be required to conduct and/or participate in public health emergency preparedness and response activities.

APPLICATION DIRECTIONS:

Were committed to a fair and equitable hiring process. Only materials submitted through the official application will be considered. Emailed resumes or documents wont be accepted or shared with the hiring manager.

Click Apply to complete your application. Attach your resume cover letter and DD-214 (if applicable). List at least three professional references directly in your Applicant Profile or as a separate attachment including a supervisor a peer and someone youve supervised or led (if applicable).

DO NOT INCLUDE private details like your SSN or birth year personal photos transcripts certifications diplomas projects portfolios or letters of recommendation.

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

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 assistance with the application process require an accommodation or would like to request this posting in an alternative format please contact Kristina Coxat and reference DOH8834.

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

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Supplemental Information

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.

Required Experience:

Junior IC

DescriptionThis position offers a hybrid work arrangement combining remote work with scheduled onsite work at our DOH facility in Tumwater approximately 3 days per week after the initial training period.On-site attendance (up to 5 days per week) will be required of the incumbent for onboarding and i...