SCCC Administrative Assistant 3
State of Washington
FreshPosted Feb 19
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Posted: February 18, 2026 (2 days ago)
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Administrative Assistant 3 DOH8834
State of Washington
Dept. of Health
Location
Washington, 98504
Salary
$3,925 - $5,271
per month
Type
Closes
February 26, 2026
Job Description
Summary
This job is for a senior administrative assistant in a state health department office, where you'll handle high-level support tasks like managing emails, calendars, and records for over 100 employees, while also supervising three junior assistants.
It involves guiding administrative processes, backing up executive tasks, and ensuring smooth operations like payroll and mail handling.
It's a great fit for someone organized and experienced in office management who enjoys leading a small team in a supportive government environment.
Key Requirements
- Working knowledge of health department missions, policies, and procedures
- Experience in high-level administrative support, including scheduling, travel arrangements, and record maintenance
- Supervisory skills to direct and train three Administrative Assistant 1's
- Proficiency in managing emails, calendars, payroll, and timekeeping
- Ability to handle hiring support tasks like scheduling interviews and reference checks
- Skills in developing and implementing administrative procedures and best practices
- Comfort with hybrid work, including initial full-time onsite training for 3-6 months
Full Job Description
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 workgroups, 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 selections; develop queries and reports; and create and format charts and graphs.
- 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.
Competencies:
Self-management: Continues seeking and assuming additional responsibilities as appropriate. Treating others with respect and dignity. Strives to work effectively in a diverse work environment. Focuses on the situation, issue, or behavior rather than on the person.
Teamwork: Demonstrates respect for others’ perspectives and needs and actively supports the good ideas of others.
Demonstrates broad knowledge of the department and division missions and guiding principles. Supporting teamwork and cooperation through open and honest communication.
Recognizing the contributions of others.
Ethical Conduct - Respects and maintains confidentiality. Avoids inappropriate situations and actions which present the appearance of a conflict of interest. Does not misrepresent self or use position for personal gain. Uses the public’s funds and resources appropriately.
Confidentiality: Ability to maintain the confidentiality of sensitive information accessed or discussed in performing the work of this position.
Attention to Detail: Produces thorough, accurate documents; identifies and corrects errors, consistently reviews work to ensure quality.
Preferred Qualifications
While these aren’t required, having them can help you stand out as a candidate.
- 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.
Employee Benefits
We offer a solid benefits package that supports you and your family’s health, financial security, and work-life balance.
You’ll have access to comprehensive medical, dental, and vision coverage, life and long-term disability insurance, flexible spending and health savings accounts, and retirement plans that help you plan for tomorrow while you’re living today.
Paid holidays, vacation and sick leave help you recharge, and additional programs like dependent care assistance and professional development opportunities add value beyond basic coverage.
Join us and enjoy benefits designed to care for you as much as you care about public health. Learn more about DOH benefits and see how we support your life at work and beyond by visiting Work@Health.
The Office of Investigative and Legals Service’s (OILS) mission is to protect the public health and safety of the people of Washington, we collect information, investigate complaints, and take enforcement action against health care providers and facilities who provide substandard care or commit unprofessional conduct.
About the Washington State Department of Health
We're nearly 2,000 professionals across Washington working together to protect and improve community health.
Guided by our values of Equity, Innovation, and Engagement, we address health disparities, respond to emerging challenges, and strengthen systems that support resilience.
At DOH, we help reduce barriers, collaborate with diverse communities, and champion equitable health outcomes. We’re passionate people who are driven to make a difference in public health.
Explore more about the Department of Health, our programs, and our impact by visiting our website.
Working Conditions:
The following describes the working conditions of this position, with or without reasonable accommodation.
Work Setting:
The position requires 3 days a week in-person attendance to perform duties on-site at the Tumwater office once the initial training phase is complete. When not working on-site, this position may work from home, or an alternate location.
Schedule:
Standard DOH business hours are Monday to Friday 8:00 a.m. to 5:00 p.m.; however, an alternate or flexible work schedule may be considered at the employee's request, subject to supervisory approval.
The position would not normally require working in excess of 40 hours per week, but if it became necessary for business needs, your supervisor would notify you in advance.
Travel Requirements:
Infrequent travel is required to meet with customers and/or provide in-person training. Locations for travel include:
When traveling for work, the position may require traveling alone or with another employee for multiple days and nights in or out of state.
When driving for state business, the employee must be able to legally operate a state or privately-owned vehicle; OR provide alternate transportation while on state business.
Tools & Equipment:
- This position uses standard office furniture and equipment, such as a desk, office chair, cell phone, computer, monitor(s), keyboard, and mouse; and when in the office, the position may also require the use of a printer, phone, fax machine, and/or copy machine.
Customer Interactions:
- The position frequently requires engaging with customers in a variety of settings including agency staff, agency managers and supervisors, external partners, statewide professional associations, and external customers, some of whom may be upset, frustrated, or irate.
Other:
- The DOH campus is a smoke-free, drug-free, alcohol-free, scent-neutral environment.
- This position may be required to conduct and/or participate in public health emergency preparedness and response activities.
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APPLICATION DIRECTIONS:
We’re committed to a fair and equitable hiring process. Only materials submitted through the official application will be considered. Emailed resumes or documents won’t be accepted or shared with the hiring manager.
Click “Apply” to complete your application. Attach your resume, cover letter, and DD-214 (if applicable).
List at least three professional references, directly in your Applicant Profile or as a separate attachment, including a supervisor, a peer, and someone you’ve supervised or led (if applicable).
DO NOT INCLUDE private details like your SSN or birth year, personal photos, transcripts, certifications, diplomas, projects, portfolios, or letters of recommendation.
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
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 DOH8834.
Technical Support: Reach out to NEOGOV directly at 1-855-524-5627 for technical support and login issues.
Additional 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.
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