Administrative Assistant DOH7305

Salary: $3,246.00 – $4,324.00 Monthly

Location : Thurston County – Tumwater, WA

Job Type: Full Time – Permanent

Remote Employment: Flexible/Hybrid

Job Number: DOH7305

Department: Dept. of Health

Division: Office of Innovation and Technology (OIT)

Opening Date: 06/09/2023

Closing Date: Continuous

Description

This is a Full-Time, Permanent position located in Tumwater, WA

$3,246 – $4,324 Monthly

The requirements for this position have been updated to invite more applicants to apply. Applications will be reviewed on June 15, 2023

Make a difference

This Administrative Assistant III (AA3) position sits within the Center for Informatics (CFI) under the Office of Innovation and Technology (OIT). This is a fast-paced, high-volume position directly supporting the CFI Director.

In this position you will be a representative of the CFI and act on behalf of the CFI Director, as well as provide support to other members of the CFI team when necessary.

Other areas of Impact and Responsibility include, but are not limited to:

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. Assure compliance with OFM, ADA, and other requirements.
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 administrative functions within OIT.
Assist the CFI 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.
Manage the office’s information and collaboration systems, including SharePoint.
Monitor equipment and supply needs, expenditures, and purchases.
Collaborate with the Executive Assistant, AA5 and the OIT Leadership Team in recommending and developing OIT office protocols/processes.

This is a Flex/Hybrid position. The duty station for this position is located in Tumwater, WA, and requires an on-site presence several times a month as necessary.

In the Executive Office of Innovation and Technology, we see the potential of technology, new and better ideas, data, and the science of information. Our mission is to ignite curiosity in staff and fuel a passion for discovery, experimentation, and critical thinking. Within the CFI, we impact the mission of the Department of Health (DOH) by implementing informatics that can be used to enable effective monitoring and surveillance, support improved decision-making, and improve population health.

Work that matters

promotes and protects the health of the people of the state of Washington in the communities where they live, learn, work and play. We realize that our efforts to achieve more equitable health outcomes for the communities we serve begins with our ability to operationalize and institutionalize equity throughout our internal policies, systems, and practices.

About us

The Department of Health (DOH) works with others to protect and improve the health of all people in Washington state. We are committed to our cornerstone values of Equity, Innovation, and Engagement (EIE)to reenergize our commitment to health for all – creating policies and conditions so everyone can live their healthiest lives. We cannot embark on this journey alone. We must collaborate with communities, community-based organizations, local public health entities, governmental partners, health care providers and systems, the private sector, Tribal Nations, and many, many more. Infusing our agency’s values into how we transform our services, go about our activities, and strengthen our core work, is critical to the bright and robust future ahead. Learn more about our

Why DOH? We offer

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.
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

Has a driving passion for the work, brings humility to their job and interactions, and understand how their actions affect others. They see the needs and objectives of others and take them into account while achieving their objectives, and they adapt their approach and expectations accordingly. They demonstrate resilience and outward behaviors even when confronted with others who are not open or collaborative. The ideal candidate also possesses the following competencies:

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.

Required Qualifications

Experience described may have been gained through lived, volunteer, professional, or a combination of experiences.

Three (3) or more years in a full-time Administrative Assistant function (or equivalent) experience providing office administrative and/or secretarial support, including one (1) or more years of experience compiling, formatting, editing, and proofreading complex documents intended for external and internal distribution.

Note: This position requires the incumbent to have at least one (1) year of experience in a full-time Administrative Assistant function (or equivalent) implementing the following competencies critical to the success of this position:
- Experience exercising independent judgment to resolve complex issues.
- Experience prioritizing work to effectively meet deadlines.
- Strong oral and written communication skills including experience communicating with diverse audiences.

AND

One year (1) of experience performing the following Technology based functions at an intermediate or above level:
- Experience using Microsoft (MS) Outlook to manage email and calendars including sending/receiving correspondence, managing multiple calendars, and scheduling meetings.
- Using MS SharePoint to track information and create views.
- Experience creating and manipulating graphs, flow charts, and diagrams using MS Visio
- Experience creating/editing documents and manipulating tables using MS Word
- Experience using MS Excel to create and manipulate large or complex spreadsheets, use formulas to calculate data, link worksheets, import data from other sources, filter lists, and create/format charts and graphs.

Additional Desired Qualifications:

An Associate Degree or higher.
Experience in the following:
1. Working with state travel and reimbursement process.
2. Working with procurement and supply ordering.
3. Working with governmental entities and community groups.
4. Experience within and/or working knowledge of the state and federal legislative process.
5. Experience implementing and/or working knowledge of state regulations (WAC’s), laws (RCW’s), and federal rules and guidelines.
6. Using a database to accurately enter, update, search data.

Application Process

Intrigued? Click “Apply” to submit your detailed application profile along with the following:

A cover letter (without personal pictures) describing how you meet the qualifications and why you are interested in this position.
A current resume (without personal pictures)
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.

Attachments: Do not attach any documents that include photos, letters of recommendation, or private information (social security number, year of birth, transcripts, etc.).

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 at, , 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).

Conditions of Employment/Working Conditions

With or without accommodation, I am willing and able to:

Use a computer approximately 95% of the time, which includes keyboarding and data entry.
Work in an open-concept cubicle environment 10 -15% and telework (mobile work) 85-90% based on duties and assignments – subject to change depending on business needs.
Occasionally work more than 40 hours per week and/or adjust normally scheduled hours, which may include evenings and weekends, to meet program needs and critical deadlines.
Operate a motor vehicle and travel to DOH Warehouse or other locations due to training or conference attendance.
Occasionally travel locally or regionally to meet with staff and partners, to conduct business or attend or provide training.
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.

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

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

If you selected “g” or “h” to Question 1: Where you first heard about this employment opportunity?

Are you legally authorized to work in the United States?

Will you now or in the future require sponsorship for employment visa status (e.g. H-1B, F1, TN, etc. visas – NOTE: DOH is not a E-Verify agency)?

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.

I have three (3) or more years of experience in a full-time Administrative Assistant function (or equivalent) providing office administrative and/or secretarial support, including one (1) or more years of experience compiling, formatting, editing, and proofreading complex documents intended for external and internal distribution.

I have at least one (1) year of experience in a full-time Administrative Assistant function (or equivalent) implementing ALL of the following critical competencies AND can provide examples of how I have implemented these critical competencies if asked during an interview: • Experience exercising independent judgment to resolve complex issues. • Experience prioritizing work to effectively meet deadlines. • Experience composing written and oral communication including communicating with diverse audiences.

(Select ALL that apply) I have at least one year (1) of experience using the following Microsoft Office 365 technology at an intermediate or above level:

a) MS Outlook
b) MS SharePoint
c) MS Word
d) MS Excel
e) None of the above qualifications.

Desired Qualifications: I have the desired qualification, an Associate Degree?

Preferred/Desired Qualifications:(Select ALL that apply) I have the following desired qualifications:

a) Experience working with state travel and reimbursement process.
b) Experience working with procurement and supply ordering.
c) Experience working with governmental entities and community groups.
d) Experience within and/or working knowledge of the state and federal legislative process.
e) Experience implementing and/or working knowledge of state regulations (WAC’s), laws (RCW’s), and federal rules and guidelines.
f) Experience using a database to accurately enter, update, search data.
g) Experience using MS Visio
h) None of the above.

Required Question



Job Category



Job Type



Salary



Country



City



Career Level



Company



JOB SOURCE