Administrative Assistant (Aa3) - Multiple - Doh8198

Note: The salary listed does not include the 3% General Wage Increase effective 7/1/2024.

This announcement will be used to fill 2 full-time, permanent and 1 full-time, non-permanent, Administrative Assistant 3 positions. The non-permanent position is anticipated to last 12 months from date of hire.

Health Services Quality Assurance

• Office of Health Professions

Tumwater, WA (flexible/hybrid)

Make a difference.

As an Administrative Assistant, you will:

• Provide delegated administrative support for health profession program(s).

• Assist with fulfilling patient safety goals by supporting commission meeting logistics, travel arrangements, payroll, maintaining the legal record of commission activities and decisions.

• Coordinating recruitment, selection, and appointment activities, assisting with scheduling interviews and compiling packets for hiring panels.

• Supporting the work of program leadership and staff and collaborating with others to support administrative needs in the office.

• Perform higher level administrative duties to include budget preparation, office space needs and equipment management, records management, and running reports.

Key responsibilities include:

• Processing, preparing for signature, and monitoring progress of preauthorization, procurement documents, and invoices.

• Processing all travel and commission pay for members. Handling confidential and sensitive materials.

• Creating commission member packets.

• Ensuring 24-hour meeting notice is distributed via electronic systems, as required by the Open Public Meetings Act.

• Attending monthly budget meetings, tracking discussion, and following up on action items. Preparing budget documents and records for presentation to commission.

• Coordinating and scheduling commission member interviews, preparing appropriate paperwork. Maintaining member files for assigned program(s). Assisting with commission members onboarding and separation activities.

• Transcribing content and making updates, distributing, and maintaining copy of commission member training materials.

Our Ideal Candidate.

Has a driving passion for the work, brings humility to their job and interactions, and understands how their actions affect others. They see the needs and objectives of others and take them into account while achieving their objectives, and they adapt their approach and expectations accordingly. They demonstrate resilience and outward behaviors even when confronted with others who are not open or collaborative.

Essential Requirements & Qualifications

Note: Experience defined below 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.

• Option 1: Three (3) or more years of increasingly responsible office experience as an Administrative or Executive Assistant, which includes one (1) or more years of experience working in a position where a major job function was/is independently composing meeting minutes, reports, letters from draft, memos, notes, or other instructions.

• Option 2: An associate degree or higher in business administration or related field (such as accounting, office administration, paralegal/law, government or public administration); with a writing component; AND two (2) or more years of experience working with a team where a major job function was/is independently composing meeting minutes, reports, letters from draft, memos, notes, or other instructions.

AND (for BOTH options above) the following:

Three (3) or more years of experience collaborating within a team that is responsible for meeting project goals and deliverables.

Desired Skills & Preferred Experience

• Three (3) or more years of progressively responsible experience as a senior administrative or executive level assistant, secretarial, bookkeeping, accounting, or general administrative work in a professional office setting.

• Three (3) or more years working with Microsoft programs including:

• Microsoft Word

• Advanced ability to create, format, and edit tables, charts, and graphs; insert and format sections, create headers and footers, and work with pictures and draw objects.

• Microsoft Excel

• Advanced ability to develop and manipulate complex spreadsheets with multiple math functions, advanced filters, and links to external sources of information. Create custom toolbars and chart types, pivot tables, import data from other sources, filter lists, and use data analysis tools.

• Outlook

• Advanced ability to compose, send, and respond to electronic mail. Utilizes e-mail program functions such as calendars and meeting requests.

Our ideal candidate will also demonstrate the following skills, abilities, and competencies:

• Promotes cooperation within the team and establishes and maintains effective relationships with co-workers and customers.

• Maintains an open, approachable manner, treating others fairly and respectfully.

• Demonstrates a balance between building rapport and getting the work done.

• Takes on new opportunities and tough challenges with a sense of urgency, high energy, and enthusiasm.

• Demonstrates the ability to address problems with new and effective solutions.

• Builds strong customer relationships and delivers customer-centric solutions.

• Consistently demonstrates to customers an interest in them and in solving their problems, providing timely follow-up.

Join a great team and lead us into the future

The Health System Quality Assurance division help prevent injuries, develop health systems, and improve patient safety by working closely with communities and local health partners. Our over 500 employees regulate and support more than 463,000 health professionals in 85 health professions and 11,000 health groups and programs. Learn more about what we our external site.

Work Location & Flexibility

The incumbent may be located anywhere within the State of Washington. Telework (mobile work) is currently expected. When approved, the incumbent will work with their supervisor to identify an appropriate work schedule and balance including telework and reporting to the Tumwater, WA duty station for work activities as needed.  We anticipate the incumbent will work at the Tumwater office twice monthly.

Work that matters

Public health promotes and protects the health of all people in the state of Washington, in the communities where they live, learn, work, and play. We understand that our efforts to achieve more equitable health outcomes for the communities we serve begin with our ability to operationalize and institutionalize equity throughout our internal policies, systems, and practices.

About DOH

Join the Washington State Department of Health (DOH) and be part of a dynamic team dedicated to safeguarding public health. As a frontline defender of our communities, DOH collaborates with partners around the clock to impact the lives of every Washingtonian and visitor. We're not just an organization; we're a catalyst for change, guided by our core values of Equity, Innovation, and Engagement. Our Transformational Plan for the future of Washington's health is in motion, and we invite you to make a meaningful impact on the well-being of the state by joining us in this exciting journey. Your work at DOH truly matters.

Why DOH

We are dedicated to your work-life harmony and offer one of the most competitive benefits packages in the nation, designed to support your lifestyle. To learn more about "Why DOH", visit Work@Health.

How to Apply

Intrigued? Click "Apply" to submit your detailed application profile along with the following:

• Remember to showcase your relevant education and experience in your application.

• Application packets must include the following:

• A cover letter (without personal pictures) describing how you meet the qualifications and why you are interested in this position.

• A current resume (without personal pictures).

• Three (3) or more professional references, to be listed in your profile under the references section, which includes at least one supervisor, peer, and (if you have supervised staff) someone you have supervised or led.

• Do not submit private information including social security numbers, year of birth, etc.

• The hiring manager WILL NOT review additional supplemental attachments. DO NOT attach or submit the following:

• Personal photos (this includes photos on your resume and/or cover letter).

• Transcripts.

• Certifications or diplomas.

• Projects or portfolios.

• Letters of Recommendation.

Veterans: Applicants wishing to claim Veterans Preference must attach a copy of their DD-214 (Member 4 copy), NGB 22, or 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.

Union Representation

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

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, veteran's status, military status, genetic information, sexual orientation, gender expression, or gender identity.

Questions and Accommodations:

If you have questions about this position, please contact Danielle Dahm at, Danielle.Dahm@doh.wa.gov.

For persons with disabilities, this document is available in other formats, please call 800-525-0127 (TDD/TTY 711) or email doh.information@doh.wa.gov.

Technical Support: Can't log in, password or email issues, error messages? NEOGOV provides technical support at 1-855-524-5627.

Conditions of Employment/Working Conditions

With or without an accommodation, I am willing and able to:

• Work Monday

• Friday, from 8 a.m. to 5 p.m., but willing to occasionally adjust work schedule to meet business needs, which may include evenings and weekends.  A flexible work schedule will be considered upon request and supervisor approval.

• Occasionally travel statewide for commission, committee(s), and association meetings/conferences, which may include overnight stays.

• Legally operate a state- or privately-owned vehicle OR provide alternative transportation while on state business.

• Participate in emergency response exercises and emergency events/high-priority assignments, as assigned.

SUBSCRIBE to DOH Job Alerts

This recruitment may be used to fill positions of the same job classification across the agency. Once all the position(s) advertised in this recruitment are filled, this recruitment may only 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.

Education and experience selected, listed and/or detailed in the Supplemental Questions must be verifiable on the detailed applicant profile submitted.