DSHS HCLA Administrative Assistant 3

Full Job Description

WA Cares Fund Administrative Assistant 3



Some of what you will do

• Coordinate and schedule meetings, prepare meeting materials, presentations, and attend meetings to assist, track, and report feedback from commission members and agency partners.
• Assist in coordination, organization, and/or direction to support the planning and implementation of the WA Cares Fund project or program activities.
• Review and manage incoming mail, e-mail, and faxes for regional administrator.
• Act as a public point of contact for regional WA Cares Fund: monitoring and responding to incoming communications through email, and phone.
• Perform administrative paperwork and coordinate all processes for developing new positions and hiring, coordinating and facilitating the completion of all hiring processes.
• Coordinate new employee orientation that includes cubicle set up, IT set up, identification and access badge, cell phone and other required needs to ensure new employees have what they need to begin work.
• Orient and assist new staff on office procedures, administrative policies, practices and computer systems.
• Responsible for coordination of activities for exiting employees that include cubicle cleaning up, returning cell phones, cancelling phones, getting access badges returned, and all other exit procedures.
• Organize, coordinate, and prepare travel arrangements, logistics, facilities, and reimbursements.
• Prepare correspondence for WA Cares Fund regional administrator and exercises signature authority on administrative correspondence.
• Assist with scheduling and reserving rooms for training intended for staff, training preparation include – printing and compiling training materials, enrolling participants, distributing training materials, and other technical tasks as needed.

Our ideal applicant operates in a professional, respectful, and competent manner always.

They are experts in organizing and coordinating tasks, projects, meetings, and events.

They are meticulous organizers and coordinators who can manage and track multiple people, tasks, projects, and action items all with different timelines, deadlines, and levels of sensitivity.

They are savvy using Microsoft Office programs and software, and confident in learning and working with new systems and technology.

If this is your area of expertise and interest, we encourage you to apply!

Who should apply?

• Formal education will substitute year-for-year for experience

OR

• Four years of on-hands practical experience working in a professional office setting.

Preferred knowledge, skills and abilities:

• Proven ability to independently set priorities, streamline workflows, and manage tasks to achieve objectives efficiently and on schedule.
• Proficient in utilizing Microsoft Office programs with skill and expertise.
• Effective communication skills, both written and verbal, enabling clear and professional interactions with management, team members, beneficiaries, and the broader public.
• Skilled in making reasonable judgements in a complex and changing organizational environment.
• Washington State Government experience related to DSHS, ALTSA, and/or Human Resources administrative functions preferred.

Please submit the following in addition to your application:

• Chronological resume.
• Three current professional references.

DSHS partners with people to access support, care, and resources.

Questions? Email saleen.hernandez@dshs.wa.gov or call the main Talent Acquisition line at 360-725-5810 and reference 01399.

The Department of Social and Health Services’ (DSHS) vision that people find human services to shape their own lives requires that we come together with a sense of belonging, common purpose, shared values, and meaningful work. It is crucial to our agency’s vision that you bring a fairness, access, and social justice commitment to your work with DSHS. We strive to support all Washingtonians, including Black, Indigenous, and People of Color, people with physical, behavioral health, and intellectual disabilities, elders, LGBTQIA+ individuals, immigrants and refugees, and families building financial security.

Additional Information

Prior to a new hire, a background check including criminal record history may be conducted. Information from the background check will not necessarily preclude employment but will be considered in determining the applicant's suitability and competence to perform in the job. This announcement may be used to fill multiple vacancies. Employees driving on state business must have a valid driver's license. Employees driving a privately owned vehicle on state business must have liability insurance on the privately owned vehicle.

Washington State Department of Social & Health Services is an equal opportunity employer and does not discriminate in any area of employment, its program or services on the basis of age, sex, sexual orientation, gender, gender identity/expression, marital status, race, creed, color, national origin, religion or beliefs, political affiliation, military status, honorably discharged veteran, Vietnam Era, recently separated or other protected veteran status, the presence of any sensory, mental, physical disability or the use of a trained dog guide or service animal by a person with a disability, equal pay or genetic information. Persons requiring accommodation in the application process or this job announcement in an alternative format may contact the Recruiter at (360) 725-5810. Applicants who are deaf or hard of hearing may call through Washington Relay Service by dialing 7-1-1 or 1-800-833-6384.



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