DSHS HCLA Office Manager

DSHS HCLA – Office Manager

The Department of Social and Health Services (DSHS), Home and Community Living Administration (HCLA), Adult Protective Services (APS) is seeking a proactive and highly organized Office Manager to join our team. This position is based in Spokane and includes travel throughout Region 1 to support field operations. The Office Manager is responsible for coordinating and managing office logistics, equipment, supplies, and facilities across multiple APS locations.

As the lead tenant representative, this role also oversees building-related contracts, safety initiatives, and space planning efforts. Working closely with the Regional Operations Manager, the Office Manager plays a key role in ensuring smooth daily operations and supporting the overall effectiveness and continuity of APS services across the region.

• Facilitate efficient office workflows, layout planning, space and equipment needs, supply orders, mail, security systems, janitorial services, and logistics for reconfiguration or relocation. Ensure cost-effective repurposing of office furniture and equipment.
• Serve as lead for Building and Safety Committees, conduct facility walk-throughs for compliance, respond to emergencies and building issues, and coordinate with property owners and the Regional Operations Manager on unresolved concerns.
• Manage Region 1 fleet vehicles including maintenance, repairs, monthly mileage reports, vehicle replacements, and safety equipment checks.
• Coordinate landline services, perform minor system updates, and troubleshoot phone issues with technicians and headquarters staff.
• Monitor supply levels, process purchase requests, verify goods and services, research pricing within budget constraints, and submit documentation to either the purchasing office or the Regional Operations Manager for payment processing.
• Submit and track system access and facility setup requests to ensure new and departing employees have or return items such as building access, identification badges, phones, voicemail, cell phones, and long‑distance codes.
• Act as Asset Management Coordinator overseeing annual inventory and tracking non‑tagged equipment. Ensure records are archived according to state retention schedules and perform minor equipment repairs when maintenance staff are unavailable.

• Effectively prioritize and manage workload to meet deadlines, with the ability to adjust to emergencies or shifting priorities.
• Strong written and verbal communication skills, including the ability to compose professional correspondence and interact effectively with management, peers, clients, and the public.
• Skilled in using computers, standard software, and office equipment (e.g., copiers, printers, scanners), with the ability to quickly learn agency‑specific databases and systems.
• Strong problem‑solving and troubleshooting skills with the ability to assess issues, identify root causes, and coordinate the appropriate vendor response.
• Understanding of office organization methods and a clear commitment to the mission and goals of HCLA and DSHS.
• Ability to work independently, make informed decisions, and demonstrate initiative while respecting chain of command and following management direction.
• Capable of de‑escalating challenging situations, maintaining professionalism under pressure, and using appropriate communication channels.
• Able to research or access accurate information and perform the physical requirements of the position as needed.

• A bachelor's degree with major study in business administration or a closely related field AND one year of supervisory experience involving the planning, organizing, and coordination of work in a business office. OR
• One year of experience in state service as an Administrative Assistant 2, Human Resource Assistant 2, or Data Compiler 3; OR
• Two years of experience in state service as an Administrative Assistant 1 or Human Resource Assistant 1, or in an equivalent role involving supervisory or office management responsibilities.

Note:

Additional qualifying experience may substitute, year for year, for the…