Administrative Assistant 3 (AA 3) DOH8982

Washington State Department of Health; Washington; Hybrid; USD 36,000 - 56,000; Full time

Benefits offered by this job

Medical, dental, vision coverage

Paid holidays

Vacation

Retirement plans

Job summary

Washington State Department of Health is seeking an Administrative Assistant 3 to provide essential admin, fiscal, contracting, and program support across two teams: the Office of Nutrition Services and the Community Workforce and Partnerships section.

The role involves coordinating meetings, maintaining records, supporting onboarding and procurement, and tracking deadlines, with a hybrid schedule including remote work and occasional on-site days in Tumwater, WA.

Qualifications

• Three years of clerical, office or administrative experience supporting multiple departments.
• Associate’s degree (or higher) in business administration, public administration, or a closely related field AND one year of clerical, office or administrative experience in supporting multiple departments.
• Experience composing, proofreading, formatting, and editing professional correspondence, reports, meeting materials, and other business documents.
• Experience arranging business travel, including transportation, lodging, and travel-related documentation.
• Experience coordinating meetings and events, including scheduling, preparing agendas and meeting materials, recording minutes, coordinating logistics, communicating with participants, and tracking follow-up actions.
• Practical skills in Adobe and Microsoft 365 applications, including Outlook, Word, Excel, Teams, and SharePoint, to perform administrative functions.

Responsibilities

• Provide day-to-day administrative support to the ONS Innovation Section Manager, CWP Manager, and section staff.
• Coordinate and track administrative activities, assignments, deadlines, and follow-up items.
• Support routine office operations and respond to administrative needs across ONS and OFCHI.
• Organize information, materials, records, and resources to support efficient program operations.
• Assist with contracting, procurement, purchasing, and expenditure tracking activities.
• Monitor and organize financial and administrative information to support section management.
• Coordinate documentation and follow-up related to purchases, contracts, invoices, and other administrative processes.
• Provide administrative support for personnel-related processes and activities.
• Assist with onboarding, staffing changes, records, and other routine personnel functions.
• Support management of office resources, materials, equipment, and supplies.
• Provide administrative support for community workforce development and engagement initiatives, including the Community Health Worker Training Program, Community Health Worker Leadership Committee, and Promotores-focused projects.
• Support activities connected to emerging initiatives, including work related to the Rural Health Transformation Plan and Promotores/Opioid education efforts.
• Help coordinate meetings, communications, materials, and other logistics that support collaboration with internal and external partners.

Skills

Clerical experience

Proofreading & editing

Meeting coordination

Travel arrangements

Microsoft 365

Education

Associate’s degree in business administration/public administration or related field

Tools

Adobe

Microsoft 365

Job description

Administrative Assistant 3 (AA3)

Prevention and Community Health – Office of Nutrition Services

This position is open to Washington residents and those living in Oregon and Idaho. It offers a hybrid work arrangement, combining remote work with scheduled onsite work at our DOH facility in Tumwater, WA, approximately 2 days per month.

The Opportunity

The Washington State Department of Health (DOH) works to protect and improve the health of people in Washington State. This position supports the Division of Prevention and Community Health through collaboration with statewide partners and administrative support that helps advance community health initiatives.

This position provides a unique opportunity to split time between two teams with complementary missions. Fifty percent of the position supports the Office of Nutrition Services (ONS), which works to improve lifelong nutrition and health through nutrition education, food system navigation, breastfeeding promotion and support, and increased access to healthy foods. The remaining 50 percent supports the Community Workforce and Partnerships (CWP) Section within the Office of Family and Community Health Improvement (OFCHI), which leads community-centered engagement and community-based workforce development efforts.

The position provides administrative support to the ONS Innovation Section Manager and CWP Manager, as well as section staff and management activities. Responsibilities include supporting personnel processes, contracting and procurement, expenditure tracking, resource and materials management, and other administrative functions that help these teams deliver impactful public health programs.

Key Responsibilities Include

Administrative & Program Support

• Provide day-to-day administrative support to the ONS Innovation Section Manager, CWP Manager, and section staff.
• Coordinate and track administrative activities, assignments, deadlines, and follow-up items.
• Support routine office operations and respond to administrative needs across ONS and OFCHI.
• Organize information, materials, records, and resources to support efficient program operations.

Fiscal, Contracting & Procurement Support

• Assist with contracting, procurement, purchasing, and expenditure tracking activities.
• Monitor and organize financial and administrative information to support section management.
• Coordinate documentation and follow-up related to purchases, contracts, invoices, and other administrative processes.

Personnel & Resource Management

• Provide administrative support for personnel-related processes and activities.
• Assist with onboarding, staffing changes, records, and other routine personnel functions.
• Support management of office resources, materials, equipment, and supplies.

Community & Public Health Program Support

• Provide administrative support for community workforce development and engagement initiatives, including the Community Health Worker Training Program, Community Health Worker Leadership Committee, and Promotores-focused projects.
• Support activities connected to emerging initiatives, including work related to the Rural Health Transformation Plan and Promotores/Opioid education efforts.
• Help coordinate meetings, communications, materials, and other logistics that support collaboration with internal and external partners.

Why You’ll Love This Role

This position offers the opportunity to contribute to meaningful public health work while supporting two teams with a strong focus on communities and partnerships. The role provides variety, with opportunities to work across personnel, fiscal, contracting, procurement, and program administration while supporting initiatives that strengthen nutrition, community health, and the public health workforce. The position works alongside collaborative and supportive teams and offers opportunities to build knowledge of public health programs, develop administrative and organizational expertise, and grow professionally within the Department of Health.

Required Qualifications

There are multiple pathways to qualify for this position. You must meet one of the options provided and any additional criteria listed. Experience may have been gained through paid or unpaid activities.

Option 1

Three years of clerical, office or administrative experience supporting multiple departments.

Option 2

An associate’s degree (or higher) in business administration, public administration, or a closely related field AND one year of clerical, office or administrative experience in supporting multiple departments.

Additional Required Knowledge, Skills, Abilities, And Experience

• Experience composing, preparing, proofreading, formatting, and editing professional correspondence, reports, meeting materials, and other business documents.
• Experience arranging business travel, including transportation, lodging, and travel‑related documentation.
• Experience coordinating meetings and events, including scheduling, preparing agendas and meeting materials, recording minutes, coordinating logistics, communicating with participants, and tracking follow‑up actions.
• Experience providing project support, including coordinating tasks and assignments, tracking deadlines, communicating progress, and coordinating work with project team members.
• Practical skills in Adobe and Microsoft 365 applications, including Outlook, Word, Excel, Teams, and SharePoint, to perform administrative functions.

Preferred Qualifications

• One (1) year working in public health or similar field.
• One (1) year creating and maintaining electronic and manual tracking and filing systems to store and retrieve information and data.
• One (1) year working with procurement/purchasing procedures and/or policies.
• One (1) year working with travel requirements and reimbursement procedures and/or policies.
• Use of Excel including the use of simple formulas (SUM, VLOOKUP, IF) and ability to utilize data validation and conditional formatting.
• Perform administrative functions such as preparing documents, managing calendars and correspondence, tracking and compiling information, coordinating meetings, and maintaining electronic records.
• 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 leaders and peers

Employee Benefits

We offer a solid benefits package that supports you and your family’s health, financial security, and work‑life balance.

• comprehensive medical, dental, and vision coverage
• life and long‑term disability insurance
• flexible spending and health savings accounts
• retirement plans
• Paid holidays
• vacation
• sick leave
• dependent care assistance
• professional development opportunities

About The Washington State Department Of Health

We're nearly 2,700 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. Our work depends on people who take action to learn and grow and who take action to meet the needs of others every day, in service of a healthier Washington. 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

• The duty station for this position is Tumwater, WA. The position requires regular in‑person attendance to perform duties on‑site at the Tumwater, WA Town Center 2 DOH Facility. When not working on‑site, this position may work from home, a DOH office, or an alternate location.
• The work is mostly conducted in an open office environment.
• This position requires being stationary and working at a computer for extended periods of time. Work is performed almost exclusively indoors in an office environment.
• Exposure to hazards is limited to those commonly found in government office environments.
• This position requires transporting, moving and carrying various types of paper materials, medical grade equipment and personal protection equipment up to 15 pounds.

Schedule

• 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 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 alternate 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 frequently requires engaging with customers in a variety of settings agency staff, agency managers, agency supervisors, local health jurisdictions, federal government, State Board of Health, external partners, statewide

Other

• This position is covered by a bargaining unit for which the Washington Federation of State Employees (WFSE) is the exclusive representative.
• Ability to take action to learn and grow
• Ability to take action to meet the needs of others
• 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.