Administrative Assistant 3 (AA 3) DOH8695

Description

This is a hybrid full-time, permanent Administrative Assistant 3 (AA 3) position located at the Tumwater, WA DOH office that requires regular on-site attendance.

Are you an experienced administrative professional ready to take on a leadership role in a mission-driven organization?

We’re seeking a proactive and detail-oriented Administrative Assistant 3 to join our team. This senior-level position plays a vital role in supporting the Office of Investigative and Legal Services (OILS), providing high-level administrative support to more than 100 staff, and leading a team of three Administrative Assistant 1s.

In this role, you’ll become deeply familiar with the mission, goals, and operations of the Health Systems Quality Assurance (HSQA) division, and work closely with the Office Deputy Director and executive leadership to keep things running smoothly.

The HSQA division oversees Washington’s healthcare delivery system, licensing and regulating more than 400,000 healthcare professionals and 7,000 facilities. OILS supports this work by investigating and prosecuting complaints against providers and facilities—critical efforts to protect and promote public health.

Key Responsibilities:

• Schedule meetings, reserve rooms, prepare agendas and minutes, and coordinate travel arrangements and reimbursements.
• Provide administrative support to director-chaired committees, including logistics, agenda and minutes, presentation materials, follow-up items, and overall coordination.
• Serve as office coordinator for Service Central requests, motor pool, TEMS, IT equipment tracking/replacements, workstation changes, and related support services.
• Participate in administrative assistant-led meetings by preparing background materials, briefing documents, and talking points.
• Ensure quality assurance for administrative documents requiring signature.
• Maintain office-wide records for the OILS team.
• Compile reports and complete special projects on behalf of the Office Director.
• Implement and monitor office protocols, standards, and priorities, recommending improvements to promote efficiency and standardization.
• Partner with management to identify and implement process efficiencies across the office.

Why Join Us?

• Impactful Work: Communicates, resolves problems, and coordinates information, decisions, strategies and actions with the public, staff members and management.
• Collaborative Environment: Works within a team environment, promoting cooperation and helping HSQA colleagues to achieve office and division goals, deliverables, and meet customer expectations.
• Growth Opportunities:Serves as a lead or active member of workgroups and represents the office or division in carrying out special events and ad hoc committees.
• Work-Life Balance: Enjoy a flexible, hybrid work environment with support for a healthy work-life balance.

Ready to make a difference? Apply now and become a part of a mission-driven team dedicated to safeguarding public health!

Location and Flexibility

HYBRID:

Enjoy the flexibility of our hybrid work environment, where you can balance working from home and collaborating in the office. It is anticipated that you’ll be expected at the DOH facility located in Tumwater, WA for work activities a minimum of 3 days a week.

The position may require travel within Washington State or out of state for meetings as necessary to perform the functions of the position.

Required Qualifications

You must meet the option 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 progressively responsible experience planning, organizing, coordinating and completing administrative duties, at a professional level, in an executive-level business office.

AND

• Three (3) or more years of 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 selections; develop queries and reports; and create and format charts and graphs.

• Two (2) or more years of experience using the following software applications:
  • MS Word or other word processing software to create, format, edit, print, and save documents; use standard functions to select, edit, copy, past, format, and spell check text; create bulleted and numbered lists, indent and align paragraphs using tabs; create hyperlinks; create, format, sort and edit tables, columns, and charts; insert and format sections; create headers and footers; work with pictures and draw objects; create forms using templates, work with form fields, and format and enhance forms; use mail merge to create form letters and modify merged documents; create tables of contents and compile update indexes.
  • MS PowerPoint or other presentation software to create, format, edit, and run slideshows; integrate text with graphics, add hyperlinks, create charts and graphs, create and print speaker notes and handouts, work efficiently with templates and masters to format, design and update slides, handouts and notes.

As well as the following knowledge, skills, abilities, and competencies:

• 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.

Preferred/DesiredQualifications:

• One (1) or more years of experience using Adobe Acrobat Professional, Microsoft SharePoint, and Visio computer software.
• One (1) or more years of experience and ability to use presentation software, such as Microsoft PowerPoint, to create, format, edit, and run slide shows, integrate text with graphics, add hyperlinks, create charts and graphs, create and print speaker notes, and handouts, work efficiently with templates and masters to format, design and update slides, handouts, and notes.
• Experience and training in applying quality improvement thinking and tools to improve processes and increase accuracy, timeliness, and overall quality.
• Two (2) or more years of experience leading or supervising professional or clerical staff.

Benefits and Lifestyle

We prioritize your work-life balance and offer one of the most competitive benefits packages nationwide, tailored to support your lifestyle. Discover more about "Why DOH" by visiting Work@Health.

We are the Washington State Department of Health (DOH)

At DOH, we safeguard public health in an ever-evolving world. Through collaboration with local health jurisdictions and state, federal, and private partners, our programs and services impact every Washingtonian and visitor daily. We're driven by Equity, Innovation, and Engagement, as outlined in our Transformational Plan for the future of Washington health.

Conditions of Employment:

I am prepared, with or without accommodation, to do the following:

• Commit to a full-time 40-hour, 8am – 5pm workweek schedule.
• Communicate through applications such as MS Teams and MS Outlook, and by phone while working remotely.
• Adjust my work schedule occasionally to align with business needs, which may entail working evenings and weekends.
• Perform my job duties remotely, in person, or at the Tumwater DOH site location.
• Travel statewide and out of state, when necessary, sometimes requiring overnight stays for multiple nights.
• Legally drive a vehicle or arrange alternative transportation for state business.
• Engage in emergency response exercises and high-priority assignments as assigned during emergency events.

APPLICATION DIRECTIONS:

To apply, click "Apply" and complete the application. Attach your resume and cover letter. In your Applicant Profile, include at least three professional references (including a supervisor, a peer, and someone you’ve supervised or led, if applicable). Please do not include private information such as social security number or year of birth.

Make sure to document your years of experience, skills, and abilities as listed in the qualifications section of this job posting.

Attach only the following:

• Resume
• Cover letter
• 3 or more professional references, if not included in your applicant profile
• DD-214 (if applicable)

Veterans Preference: Applicants wishing to claim Veterans Preference must attach a copy of their DD-214 (Member 4 copy), NGB 22, or a signed verification of service letter from the United States Department of Veterans Affairs to their application. Please remove or cover any personally identifiable data such as social security numbers and birth year

Do not include or attach the following – these documents will not be reviewed:

• REMOVE personal photos – do not submit any documents containing personal photos.
• Transcripts (unless specifically requested in the Application Directions)
• Certifications or diplomas
• Projects or portfolios
• Letters of recommendation

Equity, Diversity, and Inclusion: We regard diversity as the foundation of our strength, recognizing that differing insights and abilities enable us to reflect the unique needs of the communities we serve.

DOH is an equal-opportunity employer. We prohibit discrimination based on race/ethnicity/color, creed, sex, pregnancy, age, religion, national origin, marital status, the presence or perception of a disability, veteran’s status, military status, genetic information, sexual orientation, gender expression, or gender identity.

Questions and Accommodations:

If you have questions, need assistance with the application process, require an accommodation, or would like to request this posting in an alternative format, please contact Kristina Cox at employment@doh.wa.gov and reference DOH8695.

Supplemental Information

This recruitment may be used to fill positions of the same job classification across the agency. Once all the position(s) from the recruitment are filled, the candidate pool may be used to fill additional open positions for the next sixty (60) days.

Only applicants who follow the directions and complete the Application Process in full will have their responses reviewed for consideration.

Experience and education selected, listed, or detailed in the Supplemental Questions must be verifiable on the submitted applicant profile.