Administrative Assistant DOH

Position: Administrative Assistant 3 DOH8834
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 1's.  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 1's.

* 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 You'll Love This Role

You'll 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 work groups, 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…