Administrative Assistant (AA 3) DOH8879

Full Job Description

This is a permanent, full-time, hybrid position that will require on-site attendance at our DOH facility in Tumwater, WA, approximately 1 day a week and will be communicated in advance.

The Washington State Department of Health (DOH) works to protect and improve the health of people across Washington.

A key part of this work is reducing illness and death from vaccine-preventable diseases.

The Office of Immunization and Child Profile (IACP), within the Division of Prevention and Community Health, supports this mission by promoting on-time immunizations and preventative health care through culturally responsive programs that help communities achieve healthy starts, make healthy choices, and access essential services.

The Opportunity

This position provides administrative support to the Deputy Director/Operations Manager and section staff.

Working closely with the office manager and administrative team, the Administrative Assistant helps coordinate office operations, support program activities, and ensure staff have the resources needed to carry out critical public health work.

Through this support, the position plays an important role in advancing efforts to reduce vaccine-preventable diseases and improve health outcomes across Washington.

Key Responsibilities Include

Administrative and Operational Support

• Provide administrative support to the Deputy Director/Operations Manager and section staff, helping coordinate daily operations and administrative processes.
• Assist with scheduling, correspondence, document preparation, and maintaining organized records and files.
• Support internal coordination among program teams to help ensure smooth office operations.

Office Coordination and Team Support

• Work collaboratively with the office manager and administrative team to provide consistent administrative support across the office.
• Assist with coordinating meetings, tracking assignments, and supporting office-wide activities and communications.

Program Support

• Provide administrative assistance that supports programs focused on reducing vaccine-preventable diseases.
• Help maintain documentation, process administrative tasks, and ensure program staff have the support needed to carry out public health initiatives.

Why You’ll Love This Role

This position offers the opportunity to support meaningful public health work that helps protect communities across Washington State.

As part of a collaborative and supportive team, this role contributes to programs that promote immunization, prevent disease, and improve community health outcomes.

Staff benefit from a professional environment that values teamwork, continuous learning, and opportunities for growth while making a real impact on public health.

Required Qualifications

You must meet the listed years of experience and any additional criteria. 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 years of experience in office/clerical, secretarial, or administration work in immunization records, infectious/communicable disease, or health services environment

Additional Required Knowledge, Skills, Abilities, and Experience

• MS Word and Adobe to create, format, and edit tables, columns, and charts; import data and sort table data; insert and format sections, and create headers and footers.
• MS Excel to create and manipulate large or complex spreadsheets, use complex mathematical formulas to calculate data, and link worksheets; import data from other sources, filter lists, and create and format charts and graphs.
• MS Outlook to compose, send, and respond to e-mail and to coordinate schedules and schedule meetings.
• Experience using virtual meeting tools to set up and support presenters, such as Zoom or Teams
• Experience using SharePoint or other cloud-based file organization systems for document management.

Preferred Qualifications

While these aren’t required, having them can help you stand out as a candidate.

• Experience receiving, sorting, and triaging incoming mail and faxed documents.
• Experience in processing and preparing outgoing mail.
• Experience handling physical records and documents, including maintaining confidentiality with sensitive information.
• Experience with record retention or information sharing.
• Experience with procurement process and booking travel for staff
• Project support experience that includes managing tasks, directing others, and reporting progress to project managers.
• Experience using database software or data management tools such as TEMS, Service Central or NEOGov
• Accessing and searching the Internet to find and download information.
• Customer service experience includes resolving problems and responding to inquiries regarding policies, procedures, and services.
• Communication skills both written and verbal to provide direction and information to varied levels of involvement and commitment
• Experience with reviewing documents for completeness and accuracy, and to follow established rules and timelines

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.

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:

Schedule:

Travel Requirements:

Tools & Equipment:

Customer Interactions:

Other:

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 Andrea Thieme at employment@doh.wa.gov and reference DOH8879.

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.