Administrative Support Supervisor
City of Seattle
FreshPosted Jan 23
✓ Fresh Listing
Posted: January 26, 2026 (1 day ago)
This job was posted recently. Fresh listings typically have less competition.
Administrative Assistant 4, DCHS Office of the Assistant Secretary (AA 4) DOH8801
State of Washington
Dept. of Health
Job Description
Summary
This job is for an administrative assistant who supports a high-level leader in a state health department by handling schedules, communications, paperwork, and team coordination to keep everything running smoothly.
It's perfect for someone organized and proactive who enjoys solving problems in a busy environment and helping others succeed.
The role is remote, permanent, and contributes to public health efforts in Washington state.
Key Requirements
- Proven experience in administrative support, preferably at an executive level
- Strong organizational skills for managing calendars, meetings, and travel
- Excellent communication abilities for preparing correspondence and coordinating with leadership
- Attention to detail for quality assurance on documents and tracking approvals
- Proficiency in handling sensitive information with professionalism and discretion
- Ability to thrive in a fast-paced, dynamic environment with shifting priorities
- Commitment to public service and collaborative teamwork
Full Job Description
Administrative Assistant 4, DCHS Office of the Assistant Secretary
The Division of Disease Control and Health Statistics (DCHS) | Remote/Homebased | PERMANENT APPOINTMENT
This recruitment is open to WA residents and those residing on the ID/WA and OR/WA borders.
THE OPPORTUNITY:
This Administrative Assistant 4 role is a high visibility, high impact position that keeps the Division Office of the Assistant Secretary organized, responsive, and running smoothly.
You will serve as the primary administrative partner to the Deputy Assistant Secretary, managing complex schedules, coordinating executive level communications, and ensuring important processes and approvals stay on track.
Every day, you will be the central point of coordination for meetings, correspondence, travel logistics, and critical administrative tasks that allow division leadership to focus on strategy and decision making.
This is a role for someone who enjoys being in the middle of the action, solving problems, organizing details, and making sure nothing falls through the cracks.
Key Responsibilities:
- Manage the Deputy Assistant Secretary’s calendar, meeting logistics, and travel arrangements
- Prepare background materials and correspondence for executive leadership
- Track and coordinate approvals, signatures, and executive-level paperwork
- Provide quality assurance for documents requiring executive review
- Support recruitment activities, including scheduling interviews and organizing materials
- Coordinate onboarding and offboarding processes for new and departing staff
- Track payroll, attendance, and personnel-related documentation
- Maintain division records, organizational charts, and administrative reports
- Serve as backup to the senior administrative assistant during high volume periods
- Coordinate newsletters, publications, and internal communications
- Assist with special projects and emergency response administrative needs
Why You’ll Love This Role:
- You will be part of work that directly supports the health and safety of Washington communities.
- Every day brings variety, collaboration, and opportunities to learn something new.
- The position offers meaningful responsibility and trusted partnership with executive leadership.
- You will work with a mission driven team that values teamwork, professionalism, and respect.
- There is opportunity to improve processes and bring creative solutions to real challenges.
- You will build relationships across multiple offices, programs, and statewide partners.
The Ideal Candidate
The ideal candidate is organized, proactive, and energized by supporting the success of others. You thrive in a fast-paced environment where priorities shift and attention to detail matters.
You communicate clearly, handle sensitive information with professionalism, and take pride in keeping complex systems running smoothly.
You enjoy coordinating schedules, solving problems, and being the go-to person people can rely on. Above all, you bring a collaborative spirit, sound judgment, and a commitment to public service.
REQUIRED QUALIFICATIONS
We value all relevant experience and encourage applicants from all backgrounds. You must meet at least ONE of the options provided and any additional criteria listed.
Experience may have been gained through paid or unpaid activities. While “Preferred Experience” is not required, these skills or experiences can help you stand out as a candidate.
- Option 1: Four (4) or more years of progressively responsible clerical, office or administrative experience.
- Option 2: An associates degree or higher AND two (2) or more years of progressively responsible clerical, office or administrative experience.
- Option 3: One (1) year of experience as an Administrative Assistant 3 OR two (2) years as an Administrative Assistant 2 within a government agency or other complex matrixed organization.
Additional Required Knowledge, Skills, Abilities, and Experience:
- Experience managing calendars, scheduling meetings, and coordinating logistics for multiple stakeholders.
- Experience preparing, proofreading, and formatting professional correspondence and administrative documents for leadership review or signature.
- Knowledge of administrative processes such as approvals, document tracking, records management, and office operations.
- Proficient in Microsoft Office applications, including Outlook, Word, Excel, and PowerPoint, or comparable tools.
- Ability to handle highly confidential information with discretion and sound judgment.
- Ability to track multiple deadlines, prioritize work, and maintain accuracy in a high-volume environment.
- Ability to communicate clearly and professionally in writing and verbally with leadership, staff, and external partners.
Preferred/Desired Knowledge, Skills, Abilities, and Experience:
- Experience supporting executive leadership in a government, public health, healthcare, or similarly regulated organization.
- Experience coordinating or supporting HR-related administrative activities such as recruitments, onboarding, offboarding, or personnel documentation.
- Experience maintaining logs, trackers, or dashboards for approvals, projects, or executive workflows.
- Experience supporting special projects, process improvement efforts, or division-wide initiatives.
- Experience using collaboration or task-tracking tools such as Microsoft Planner, SharePoint, or similar platforms.
- Experience supporting emergency operations, continuity planning, or time-sensitive response efforts.
- Experience using Adobe Acrobat Professional, SharePoint, and Visio computer software.
- Advanced Proficiency in using Microsoft Power Point
ABOUT US:
DCHS Office of the Assistant Secretary
The Office of the Assistant Secretary within the Division of Disease Control and Health Statistics (DCHS) plays a pivotal role in supporting one of Washington State’s largest public health divisions.
DCHS delivers high-quality health data, disease surveillance, laboratory services, and policy support that guide decisions impacting community health across the state.
The Office of the Assistant Secretary ensures division leadership can operate effectively by coordinating cross-division work, advancing administrative priorities, and strengthening internal processes.
You’ll be part of a team that enables strategic, data-driven public health action and partners with state, local, tribal, and external stakeholders to improve health outcomes for all Washington residents.
We are the Washington State Department of Health (DOH)
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.
To learn more about the DOH please visit our website and connect with us on LinkedIn, Facebook, and our blog.
Benefits and Lifestyle
We prioritize your work-life balance with one of the most competitive benefits packages in the nation, designed to support your lifestyle. At DOH, you’ll find flexibility, growth, and stability. Learn more about why we’re a great place to work by visiting Work@Health.
Conditions of Employment:
The following terms and conditions of employment must be met with or without reasonable accommodation:
Work Setting, including hazards:
- The official duty station for this position is home-based. If onsite work is requested by the supervisor, the request will be planned and communicated in advance.
- Exposure to hazards is limited to those commonly found in indoor at home or office environments. This position is sedentary, working at a computer for extended periods.
- This position is sedentary and requires working at a computer for extended periods. Work will include repetitive use of a computer, creating and modifying electronic documents, and using email and the internet.
- Work is fast paced with multiple assignments, priority deadlines, and frequent interruptions.
Schedule (i.e., hours and days):
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:
Travel is not required to perform the duties of this position; however [occasional or infrequent] travel may be expected to [attend meetings, trainings, or conferences].
When driving for state business, the employee must be able to legally operate a state or privately-owned vehicle; OR provide alternative transportation while on state business.
Tools and 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 regularly requires engaging with customers in a variety of settings [agency staff, agency managers, agency supervisors, legislators, governor's office staff, local health jurisdictions, federal government, State Board of Health, external partners, statewide professional associations].
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.
- Representation: This position is covered by a bargaining unit for which the Washington Federation of State Employees (WFSE) is the exclusive representative.
.jpg)
APPLICATION INFORMATION:
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 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 with your application.
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.
Veterans Preference
Applicants wishing to claim Veterans Preference must attach a copy of their DD-214 (Member 4 copy), NGB 22, or 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.
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 Shawnelle Goalder at employment@doh.wa.gov and reference the assigned “DOHXXXX” recruitment number.
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.
Check your resume before applying to catch common mistakes