Dshs BHA Administrative Assistant 3

DSHS Administrative Assistant 3

The DSHS Behavioral Health Administration is looking for an experienced and organized Administrative Assistant 3 to join our team. If you are excited about a career that helps the welfare of the State of Washington's most vulnerable populations, are an excellent communicator, have a genuine interest in human services, and are someone who enjoys working in a fast-paced environment, this is a great opportunity for you! Join our team today!

This position will report directly to the Director of Clinical Operations and Specialized Treatment for the Behavioral Health Administration, and provide principal assistance to this position and to the sex offense and problematic sexual behavior treatment program for ESH and WSH state hospital. The incumbent in this position has delegated responsibility to assign, schedule, coordinate and ensure completion of confidential administrative and operational matters. This position requires independent judgement, problem solving skills, strong organizational skills, thorough follow through, and ability to manage multiple tasks and assignments. The incumbent in this position is in a forward facing employee role which interacts with other community partners and government agencies.

Some of what you'll do:

• Prioritizes, arranges, and schedules appointments and meetings for the Director of Clinical Operations and Specialized Treatment and program managers for the Sex offense and Problematic Sexual Behavior program at ESH and WSH. 
• Ensures that the Director is provided with relevant information and materials to be informed and prepared for all appointments and meetings. 
• Ensures Program Managers are provided all relevant information and materials for appointments and meetings.
• Manages and/ or supports assignments for presentation to the End of Sentence Review Committee(ESRC) 
• Collates information and supports entry into Offender Watch(OW) for the program. 
• Schedules conference/meeting rooms, travel, and the use of state vehicles when necessary.
• Ensures that all deadlines and deliverable services are met. 
• Prioritizes, establishes, and modifies workflow to support the delivery and communication of assignments and reports.
• Prepares official communications and documents including memos, charts, spreadsheets, proposals, work instructions, reports, presentations, taking meeting notes and official correspondence.
• Coordinates administrative tasks and projects as assigned and ensures that component tasks are delegated and communicated to appropriate staff.
• Independently monitors, assesses, and reports on progress of assigned projects/tasks

What we're looking for:

• Professionals with a high school diploma or GED and three years of progressively responsible experience in an office/clerical, secretarial, bookkeeping, accounting, or general administrative work setting. Formal education may substitute year for year of work experience
• Strong organization and administrative skills 
• Strong attention to detail 
• Ability to multi-task 
• Reliable and consistent independent judgement skills 
• Ability to prioritize tasks and exercise time management 
• Ability to work effectively and efficiently with others 
• Commitment to handle confidential and sensitive information, documents, and correspondence with discretion 
• Ability to professionally and respectfully communicate with staff and stakeholders 
• Flexibility and adaptability 
• Advanced computer skills with proficiency in Microsoft Word, Excel, Outlook, PowerPoint, Access, Publisher, Visio, and internet applications 
• Strong sense of customer service and team orientation 
• Ability to read and interpret work instructions, policy, procedures, state regulations, law and statute, agency directives, and applicable collective bargaining agreements
• Passion for underserved populations and a desire to transform lives

Questions about this opportunity? Please contact alex.baclaan@dshs.wa.gov and reference job number 11122.

The Department of Social and Health Services' (DSHS) vision that people find human services to shape their own lives requires that we come together with a sense of belonging, common purpose, shared values, and meaningful work. It is crucial to our agency's vision that you bring an equity, anti-racism, and social justice commitment to your work with DSHS. We strive to create greater access and affirming representation of the communities we serve, including Black, Indigenous, and People of Color, people with physical, behavioral health, and intellectual disabilities, elders, LGBTQIA+ individuals, immigrants and refugees, and families building financial security.  

 Prior to a new hire, a background check including criminal record history may be conducted. Information from the background check will not necessarily preclude employment but will be considered in determining the applicant's suitability and competence to perform in the job. This announcement may be used to fill multiple vacancies. Employees driving on state business must have a valid driver's license. Employees driving a privately owned vehicle on state business must have liability insurance on the privately owned vehicle.

Washington State Department of Social and Health Services is an equal opportunity employer and does not discriminate in any area of employment, its programs or services on the basis of age, sex, sexual orientation, gender, gender identity/expression, marital status, race, creed, color, national origin, religion or beliefs, political affiliation, military status, honorably discharged veteran, Vietnam Era, recently separated or other protected veteran status, the presence of any sensory, mental, physical disability or the use of a trained dog guide or service animal by a person with a disability, equal pay or genetic information. Persons requiring accommodation in the application process or this job announcement in an alternative format may contact the Recruiter at (360) 725-5810. Applicants who are deaf or hard of hearing may call through Washington Relay Service by dialing 7-1-1 or 1-800-833-6384.

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