Administrative Assistant DOH

The following is a summary of the Senior Administrative Assistant 3 position at the Washington State Department of Health, Office of Investigative and Legal Service (OILS).

This position offers a hybrid work arrangement, combining remote work with scheduled onsite work at our DOH facility in Tumwater approximately three days per week after the initial training period. On‑site attendance (up to five days per week) will be required during the first three to six months of appointment.

This senior administrative position supports more than 100 full‑time OILS employees and supervises three Administrative Assistant 1 staff. The role requires a working knowledge of the Health Systems Quality Assurance division, its mission, goals, objectives, policies, and procedures. Work is assigned and delegated by the Office Operations Manager and executive leadership.

• Identify best practices for administrative work activities and collaborate with other staff to implement them.
• Assist in developing procedures related to administrative work; answer questions and guide staff regarding responsibilities, procedures, and policies.
• Serve as a resource to managers regarding staff performance and training needs; assist OILS management in identifying, developing, and facilitating training activities for administrative staff.
• Manage OILS program email inboxes and calendars.
• Submit Service Central tickets and serve as the office Service Central coordinator.

• Support tasks such as scheduling meetings, reserving rooms, drafting and disseminating meeting agendas and minutes, assisting with travel arrangements and reimbursements, and other duties as requested.
• Maintain office‑wide records for 100+ employees, including training records, IT system access, permission levels, emergency contact information, and other required documentation.
• Provide backup support in hiring processes: prepare and maintain recruitment and panel interview materials, schedule interviews, and conduct reference checks.
• Process training/conference registrations not in LMS for OILS staff by researching and gathering needed information.

• Support special orders and copier payments, tracking and maintenance; prepare and process invoice requests and payment vouchers; serve as primary contact for ordering DOH‑approved business cards and letterhead.
• Coordinate payroll and timekeeping by ensuring timely collection and submission of payroll information.
• Handle mail activities: sort, open, date‑stamp, scan, distribute incoming mail; document pertinent information in ILRS.
• Respond to public record requests from the Office of Customer Service Public Disclosure Unit.

In this role you’ll resolve problems, coordinate information, decisions, strategies, and actions with the public, staff members, and management. Working within a team environment, you will promote cooperation and help HSQA colleagues achieve office and division goals, deliverables, and customer expectations. You may represent the office or division in special events and ad‑hoc committees.

• Three (3) or more years of experience in an executive‑level business office (Administrative Assistant 2 or higher, or equivalent). Must be able to plan, organize, and lead teams; assign, review, and coordinate work projection; develop procedures for effective staff, space, and equipment use.
• Knowledge of office organization, methods, and management principles; modern clerical work methods; inventory control; record management; supervisory techniques.

• Three (3) or more years of experience using the following software:
• MS Excel or equivalent for complex spreadsheets, databases, reports, formulas, links, data import, sorting, filtering, querying, and chart creation.
• MS Word or equivalent for document creation, formatting, editing, printing, spelling, tables, charts, headers, footers, mail merge, and form creation.
• MS PowerPoint or equivalent for slide creation,…