Salary: $3,145.00 – $4,174.00 Monthly
Location : Thurston County – Tumwater, WA
Job Type: Full Time – Permanent
Remote Employment: Flexible/Hybrid
Job Number: DOH7492
Department: Dept. of Health
Division: Office of Innovation and Technology (OIT)
Opening Date: 07/06/2023
Closing Date: 7/16/2023 11:59 PM Pacific
Salary Information: The high end of the salary range, Step M is typically a longevity step
Description
Administrative Assistant
$3,145 – $4,174
This is a permanent full-time position.
OIT – One Incredible Team!
The Executive Office of Innovation & Technology (OIT) was established to help the Department of Health (DOH) harness the potential of technology, innovation, data and informatics. We honor the contributions of each individual team member, and we seek to create an environment where each of us is proud to work and we can give our best. Our team is dedicated to serving as a strategic partner to DOH employees. We strive to exemplify a culture of curiosity that fuels a passion for innovation, critical thinking, and data driven decisions to make health a reality for all people in Washington.
This Administrative Assistant 2 position will provide administrative support to the Office or Innovation and Technology and the divisions within OIT. This is a fast-paced, high-volume position with a focus on team collaboration as well as self-management of your daily responsibilities. Excellent communication and interpersonal skills are paramount to being successful in this position.
Responsibilities
- Answer phone calls, monitor email/web inboxes, and refer inquiries to appropriate staff for follow-up.
- Format, proof, edit and process correspondences, ensuring compliance with office procedures.
- Make airline and travel arrangements, register staff for conferences and other trainings, review, and process travel reimbursement requests, and advise on travel expense and vehicle management systems.
- Provide planning support, schedule rooms, reserve equipment, organize material, and provide other support as needed for meetings, workshops, and other gatherings.
- Copy, convert, format, proof, edit and manage documents within the office’s central filing system.
- Perform data entry and run reports for various projects and activities.
- Support and assist staff and provide backup support for other administrative functions within OIT.
- Assist with the recruitment and onboarding process for new employees including collaborating with hiring managers, processing HR related documents and position descriptions, organizing application materials, scheduling interviews, and closing out the hiring process upon completion.
- Monitor equipment and supply needs, expenditures, and purchases.
Critical competencies for success
- Creative and Innovative Thinking: Develops fresh ideas that provide solutions to all types of workplace challenges.
- Ethics and Integrity: Earns others’ trust and respect through consistent honesty and professionalism in all interactions.
- Customer Focus: Builds and maintains customer satisfaction with the products and services offered by the organization.
- Self-Management: Manges own time, priorities, and resources to achieve goals.
- Accountability: Able to meet deadlines and commitments and keep supervisor informed of significant activities, issues or problems that need to be addressed. Be responsible for your own actions and accept and follow directions.
- Judgment: Able to be alert and aware of surroundings and situation to handle self in professional and appropriate manner. Use good judgment in expending state resources. Be able to assess a situation and determine an appropriate person or level to seek assistance from.
- Teamwork: Ability to speak up, listen and work effectively with others. Consistently model trustworthiness, sensitivity to others and respect.
- Customer Service: Be courteous, helpful, and professional with many internal and external customers and partners. Develop and maintain good working relationships with co-workers.
Work Location
Flex/Hybrid – This position will have an onsite presence 1 (or more as requested) days per month at the DOH Office located in Tumwater, WA. A mobile work schedule will be established with the supervisor depending on the needs of the business.
About the DOH
The Washington State Department of Health (DOH) fights to defend the public’s health from threats in a rapidly evolving world. DOH’s programs and services, implemented in collaboration with local health departments and state, federal and private partners, touch the lives of all Washingtonians and visitors to the state 24 hours a day, 7 days a week. DOH will continue to evolve and transform public health activities, taking it to the next level through our cornerstone values of Equity, Innovation, and Engagement. Learn more about the DOH and our for the future of Washington health.
Why DOH? We offer the following benefits
- One of the most competitive in the nation that is designed to meet the needs of you and your family. Beyond the traditional benefits such as Health, Life Insurance, Retirement, and related benefits, we offer Flex Spending Accounts, Dependent Care Assistance, Deferred Compensation, and so much more.
- A commitment to work/life balance by offering flexible schedules and telework options for many positions.
- A commitment to equity, diversity, and inclusion that fosters an inclusive environment.
- Employees earn between 14 and 25 days of paid vacation per year, depending on the length of employment.
- A wellness program that offers education, access to healthy food, and fitness classes.
- An infant at Work Program based on the long-term health values of breastfeeding newborns and infant-parent bonding.
- Employee resource groups that provide forums for employees to gather and share ideas about matters that affect their personal and professional lives and support career development.
- DOH is a qualifying employer for the Public Service Forgiveness Program (PSLF). .
Our Ideal Candidate
If you’re inspired by building strong resilient communities, you’re in the right place! We’re looking for passionate people who will bring humility and understanding to the campaign for a strong, healthy, and resilient Washington through technological innovation. Someone who welcomes new challenges with a sense of urgency, high energy, and enthusiasm is critical. In alignment with our agency values, you will strive to deliver customer centric technology solutions.
We’re looking for a teammate who values the whole and will bring an acute level of interpersonal awareness and decisiveness along with their ability to manage stakeholder interests and build strong collaborative partnerships.
Required Qualifications
Required Experience defined below may have been gained through paid or unpaid activities.
Two (2) or more years of experience providing a broad-spectrum office, clerical, administrative. and/or secretarial support, including intermediate-level experience using the following software applications:
- Microsoft (MS) Word – 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 – MS Excel to create and manipulate spreadsheets, use 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 email and to coordinate schedules and schedule meetings.
Desired Qualifications
- An Associate’s degree or higher.
- Data entry including using search functions.
- Experience working with or knowledge of the following:
- State travel and reimbursement policy and procedures.
- State procurement and supply ordering.
- Supporting a wide variety of governmental entities and community groups.
- State and federal legislative process.
- Applying state regulations (WACs), laws (RCWs) and federal rules/guidelines.
Application Process
Click “Apply” to submit your detailed application profile including:
- A cover letter describing how you meet the qualifications and why you are interested in this position.
- A current resume.
- Three (3) or more professional references, to be listed in your profile under the references section, which includes at least one supervisor, peer, and (if you have supervised staff) someone you have supervised or led.
Please REMOVE all photos (including headshots) from your documents prior to submitting.
Please DO NOT attach or include certifications/certificates of completion, transcripts, letters of recommendation or private information (social security number, year of birth etc.) with your application.
Veteran Preference: Applicants wishing to claim Veterans Preference should 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.
If you have questions, need alternative formats, or need assistance, please contact Shawnelle Goalder at (360) 742-6986, , or TDD Relay at 1-800-833-6384 or 7-1-1. Technical support is provided by NEOGOV, 855-524-5627 (can’t log in, password or email issues, error messages).
This position is covered by a bargaining unit for which the Washington Federation of State Employees (WFSE) is the exclusive representative.
Conditions of Employment/Working Conditions
With or without accommodation, I am willing and able to:
- Work a full-time 40-hour work week but must be willing to occasionally adjust work-schedule to meet business needs, which may include evenings and weekends. A flexible work schedule will be considered upon request and supervisor approval.
- Work will be performed remotely at home or in the facilities of the Department of Health located on Israel Road SE, Tumwater, Washington.
- Must be willing to learn new software applications as well as use division and agency standard processes for documenting software requirements.
- OIT is a customer-centric service team. As a working team member of OIT the incumbent must be willing to frequently interact with clients, including those who may be angry, distraught, or frustrated.
- Occasionally travel within the state of Washington.
- Legally operate a state or privately-owned vehicle OR provide alternative transportation while on state business.
- Participate in emergency response exercises and emergency events/high-priority assignments as assigned.
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.
More than Just a Paycheck!
Employee benefits are not just about the kind of services you get, they are also about how much you may have to pay out of pocket. Washington State offers one of the most competitive benefits packages in the nation.
We understand that your life revolves around more than just your career. Like everyone, your first priority is ensuring that you and your family will maintain health and financial security. That’s why choice is a key component of our benefits package. We have a selection of health and retirement plans, paid leave, staff training and other compensation benefits that you can mix and match to meet your current and future needs.
Read about our benefits:
The following information describes typical benefits available for full-time employees who are expected to work more than six months. Actual benefits may vary by appointment type or be prorated for other than full-time work (e.g. part-time); view the job posting for benefits details for job types other than full-time.
Note: If the position offers benefits which differ from the following, the job posting should include the specific benefits.
Insurance Benefits
Employees and their families are covered by medical (including vision), dental and basic life insurance. There are multiple medical plans with affordable monthly premiums that offer coverage throughout the state.
Staff are eligible to enroll each year in a medical flexible spending account which enables them to use tax-deferred dollars toward their health care expenses. Employees are also covered by basic life and long-term disability insurance, with the option to purchase additional coverage amounts.
To view premium rates, coverage choice in your area and how to enroll, please visit the Public Employees Benefits Board (PEBB) website. The Washington Wellness program from the Health Care Authority works with PEBB to support our workplace wellness programs.
Dependent care assistance allows the employee to save pre-tax dollars for a child or elder care expenses.
Other insurance coverage for auto, boat, home, and renter insurance is available through payroll deduction.
The Washington State Employee Assistance Program promotes the health and well-being of employees.
Retirement and Deferred Compensation
State Employees are members of the Washington Public Employees’ Retirement System (PERS). New employees have the option of two employer contributed retirement programs. For additional information, check out the Department of Retirement Systems’ web site.
Employees also have the ability to participate in the Deferred Compensation Program (DCP). This is a supplemental retirement savings program (similar to an IRA) that allows you control over the amount of pre-tax salary dollars you defer as well as the flexibility to choose between multiple investment options.
Social Security
All state employees are covered by the federal Social Security and Medicare systems. The state and the employee pay an equal amount into the system.
Public Service Loan Forgiveness
If you are employed by a government or not-for-profit organization, and meet the qualifying criteria, you may be eligible to receive student loan forgiveness under the Public Service Loan Forgiveness Program.
Holidays
Full-time and part-time employees are entitled to paid holidays and one paid personal holiday per calendar year.
Note: Employees who are members of certain Unions may be entitled to additional personal leave day(s), please refer to position specific Collective Bargaining Agreements for more information.
Full-time employees who work full monthly schedules qualify for holiday compensation if they are employed before the holiday and are in pay status for at least 80 nonovertime hours during the month of the holiday; or for the entire work shift preceding the holiday.
Part-time employees who are in pay status during the month of the holiday qualify for the holiday on a pro-rata basis. Compensation for holidays (including personal holiday) will be proportionate to the number of hours in pay status in the month to that required for full-time employment, excluding all holiday hours. Pay status includes hours worked and time on paid leave.
Sick Leave
Full-time employees earn eight hours of sick leave per month. Overtime eligible employees who are in pay status for less than 80 hours per month, earn a monthly proportionate to the number of hours in pay status, in the month to that required for full-time employment. Overtime exempt employees who are in pay status for less than 80 hours per month do not earn a monthly accrual of sick leave.
Sick leave accruals for part-time employees will be proportionate to the number of hours in pay status, in the month to that required for full-time employment. Pay status includes hours worked, time on paid leave and paid holiday.
Vacation (Annual Leave)
Full-time employees accrue vacation leave at the rates specified in (1) or the applicable collective bargaining agreement (CBA). Full-time employees who are in pay status for less than 80 nonovertime hours in a month do not earn a monthly accrual of vacation leave.
Part-time employees accrue vacation leave hours in accordance with (1) or the applicable collective bargaining agreement (CBA) on a pro rata basis. Vacation leave accrual will be proportionate to the number of hours in pay status, in the month to that required for full-time employment.
Pay status includes hours worked, time on paid leave and paid holiday.
As provided in , an employer may authorize a lump-sum accrual of vacation leave or accelerate the vacation leave accrual rate to support the recruitment and/or retention of a candidate or employee for a Washington Management Service position. Vacation leave accrual rates may only be accelerated using the rates established WAC 357-31-165.
Note: Most agencies follow the civil service rules covering leave and holidays for exempt employees even though there is no requirement for them to do so. However, agencies are required to adhere to the applicable RCWs pertaining holidays and leave.
Military Leave
Washington State supports members of the armed forces with 21 days paid military leave per year.
Bereavement Leave
Most employees whose family member or household member dies, are entitled to three (3) days of paid bereavement leave. In addition, the employer may approve other available leave types for the purpose of bereavement leave.
Additional Leave
Leave Sharing
Family and Medical Leave Act (FMLA)
Leave Without Pay
Please visit the State HR Website for more detailed information regarding benefits.
Updated 12-31-2022
01
Where did you first hear about this employment opportunity?
- a. DOH Employment Site/Job Alerts
- b. DOH Employee
- c. Friend or Acquaintance
- d. Indeed
- e. LinkedIn
- f. Careers.wa.gov
- g. Job Fair – if selected, answer Question 2
- h. Other – if selected, answer Question 2
02
If you selected “g” or “h” to Question 1: Where you first heard about this employment opportunity?
03
Are you legally authorized to work in the United States?
- Yes
- No
04
Will you now or in the future require sponsorship for employment visa status? (e.g. H-1B, F1, TN, etc.) DOH is not an E-Verify agency
- Yes
- No
05
I have read and I understand the Conditions of Employment/Working Conditions that are listed in the job posting and I am willing and able to accept these conditions if offered and accept the position.
- Yes
- No
06
1) I have the following years of experience providing a broad-spectrum office, clerical, administrative. and/or secretarial support:
- a) 1 year of experience
- b) 2 years of experience
- c) 3 or more years of experience
- d) Not applicable.
07
2) I have the following years of experience using Microsoft (MS) Word, Excel, and Outlook:
- a) 1 year of experience
- b) 2 years of experience
- c) 3 or more years of experience
- d) Not Applicable
08
3) I have an Associate’s degree or higher.
- Yes
- No
09
4) (Select ALL that apply) I have the following desired experience or working knowledge of the following:
- a) State travel and reimbursement policy and procedures.
- b) State procurement and supply ordering.
- c) Supporting a wide variety of governmental entities and community groups.
- d) State and federal legislative process
- e) Applying state regulations (WACs), laws (RCWs) and federal rules/guidelines
- f) Performing data entry including using search functions
- g) None of the above qualifications
Required Question