DSHS DDA Administrative Assistant 3

DSHS DDA Administrative Assistant 3

State-Operated Living Alternatives (SOLA) within the Behavioral Health and Habilitation Administration (BHHA) has an exciting Administrative Assistant 3 opportunity Tumwater, WA.

Under the direction and supervision of a State Operated Living Alternative (SOLA) Program Administrator this position provides support for the SOLA Administration office. To include Administrative support and assistance for the purpose of facilitation of department managers/supervisors and or relieving the manager and or staff members of day to day clerical responsibilities. This may include making travel arrangements, scheduling meetings, recording meeting minutes, transcribing minutes, coordinating and handling financial documents and employee record keeping.

• Perform confidential administrative office management assignments and administrative assistance for SOLA Program Administrator, DDA/QA. Composes professionally cogent grammatically correct correspondence, reports and documents as directed by/on behalf of the program manager; in his/her absence and to the extent of delegated authority, exercises tact, judgement, discretion, uses program and professional resources for the purpose of problem solving. Receives delegated administrative assignments requiring substantial knowledge of a variety of supportive requirements.
• DDA/ADMIN policies using these skills in a fast paced environment. Provides executive level assistance by reviewing, researching, organizing, prioritizing and preparing information to the Liaison to convey information to and from visitors, guardians, families and staff to/from all office personnel at present location.
• Performs clerical tasks for the program such as filing, processing the mail, answering and transferring phone calls and preforming reception duties for the office.
• Weekly maintain all meeting minutes per SOLA management. To include recording, transcribing and coordinating the communication of the minutes per SOLA meetings.
• Audits and maintains all participant financial records, this would include the clients' bank statements, budgets and petty cash accounts.
• Monitor and manage all participant SSI/SSA reports and bank reconciliations for participant financial needs.
• Monitor and manage all participant receipts for their financial records & personal spending. Conduct bi-monthly financial audits for all SOLA participants.
• Assist as needed by monitoring, and preforming data entry as delegated by the SOLA Program Administrator Electronic Investigation and Management System (EIMS).
• Prepares monthly rent and utility payments for the SOLA clients and homes.

• Ability to perform various office management function and secretarial duties to include making travel arrangements, scheduling meetings, taking notes and transcribing minutes, screening calls and visitors, keeping supervisors and/or staff calendars) and committing supervisor and/or staff members time
• Must have skills and ability to greet people in a respectful, welcoming manner
• Ability to compile data, extract information and generate reports
• Must maintain high ethical standards and possess a high level of integrity
• Ability to maintain confidential information to include employee records and sensitive information
• Ability to communicate in a manner that fosters a positive working relationship between providers and DOA

• A high school diploma or equivalent and three years of clerical, office, or administrative support experience.
• An Associate’s degree in business administration, public administration, or a closely related field and:
  • One year of experience as an Administrative Assistant 2; or
  • Two years of experience as an…