Administrative Assistant 4 - CG04 - HQ

State of Washington; Tumwater (WA); On-site; USD 52,000 - 70,000; Full time

Job summary

Washington State Department of Corrections (Health Service Division) is seeking an Administrative Assistant 4 to provide high-level administrative support to the Chief Nursing Officer. The role is full-time and based at Headquarters in Tumwater, WA, with a salary range of $4,633-$6,229 per month.

The incumbent will coordinate meetings, manage calendars, handle sensitive information, and ensure regulatory compliance across health service areas.

Qualifications

• Four years of progressively responsible experience in office/clerical, secretarial, bookkeeping, accounting or general administrative work.
• Proficiency in Microsoft Outlook/Office Suite, and Word.
• Intermediate experience in Excel, Visio, PowerPoint and SharePoint.

Responsibilities

• Provides administrative support to the Chief Nursing Officer.
• Manage calendar appointments, correspondence or signature, and purchase orders.
• Assist in coordinating meetings, creating and distributing routine communications, and maintaining records.

Skills

Office administration experience

Communication

Organization & scheduling

Education

High School Diploma or equivalent

Tools

Microsoft Outlook/Office Suite

Word

Excel

Visio

PowerPoint

SharePoint

Job description

Administrative Assistant 4

Health Service Division

Full-Time, Permanent

Location: Headquarters, Tumwater, WA

Salary Range: $4,633-$6,229 Monthly

Are you an organized administrative professional who thrives in a fast-paced environment, solving complex problems while keeping on top of projects, processes, and schedules? The Washington State Department of Corrections has an opportunity for you!

This position supports Department of Corrections Health Services Chief Nursing Officer. This position serves as a liaison between the Chief Nursing Officer, direct reports and other internal and external staff. The incumbent performs a variety of administrative duties to support services, manage complex assignments, and ensure the coordination and completion of a wide variety of special programs. This position will also provide administrative support to other program areas within Health Services.

Application assessment will be ongoing, and the hiring authority reserves the right to offer the position at any time during the recruitment process. It is to the applicant's advantage to apply as early as possible.

"This recruitment could be used to fill multiple permanent or non-permanent positions."

Provides administrative support to the Chief Nursing Officer

• Delegated authority from Chief Nursing Officer
• Respond to emails regarding established guidance on the Chief Nursing Officer’s behalf
• Facilitate and attend meetings on the Chief Nursing Officer's behalf
• Schedule meetings requiring attendance for staff involved in nursing care across facilities
• This includes planning meetings that develop evaluation and improvement of nursing care services
• Craft routine correspondence, OCO responses, grievance responses, and guidance based on DOH, OFM, CDC, ANA, and RCW standards
• Approval and processing of purchasing, timecards, travel, IT requests, continuing education requests, and tuition reimbursements on behalf of the Chief Nursing Officer
• Monitors nursing audits and other 12rotocol concerns at DOC correctional facilities across the state
• Ensures regulatory and accreditation compliance for facilities and staff members
• Provides administrator level support to SharePoint updates on the nursing website
• Provides additional directions updating the site and maintenance of content at the request of the Chief Nursing Officer and Nursing Educators.

General Duties:

• Log and track decision points made across guidance documents to ensure no protocols conflict with other documents including, but not limited to Health Plan, agency wide policy, and Department of Health requirements for healthcare facility settings. This includes capturing technical wording, formatting final documents, ensuring review processes are completed in a timely manner, and that finalized documents are communicated/posted as appropriate.
• Schedule, compile records for and support all calls between DOH, OFM, internal stakeholders and external stakeholders on behalf of the Chief Nursing Officer.
• Prepare schedule for the Chief Nursing Officer and all positions that report through the Chief Nursing Officer. This includes sending notices to facilities as needed for pending arrival dates and times, or consult scheduling of patients.
• Manage calendar appointments, correspondence or signature, and purchase orders
• Review and collect research on grievances and case specific data in coordination with the Chief Nursing Officer.
• Draft internal and external communications for nursing at the direction of the Chief Nursing Officer
• Collect, organize and provide responsive records to the Legal Liaison Officer for Health Services and the Public Disclosure Officer for Health Services as needed.
• Take and transcribe minutes and track action items for Health Services Division oversight in nursing matters as well as upon request to support the division.
• Track, schedule and develop, PDP reviews on behalf of the Chief Nursing Officer, including maintaining a supervisory file on their behalf.
• Support all hiring needs of the Chief Nursing Officer including, but not limited to arranging for equipment, space, and other needs of staff being onboarded.
• Assists in developing and integrating written policies and protocols to minimize risk.

Provide administrative support to Regional Optometrists

• Log and track decision points made across guidance documents and Optometrist guidance protocols. Schedule, compile records for, and support all calls between optometrists and others. Drafting and routine correspondence for authorization decisions as appropriate.
• Prepare schedule for the Regional Optometrists and send notice to the facilities as needed for pending arrivals or consult scheduling of patients.
• Review and collect research on grievances and case specific data in coordination with the Regional Optometrist.
• Collect, organize, and provide responsive records to the Legal Liaison Officer for Health Services and Public Disclosure Officer for Health Services as needed.
• Take and transcribe minutes and track action items for all Optometry related issues as needed.
• Review and approve as assigned by the Regional Optometrist.

Managing the agency nurse process, to include application review, request for records, background check, communication with agency and facility, tracking placements/contracts

• This role is expected to keep documentation confidential as to uphold privacy requirements related to specific staff occupational health records, including but not limited to:
• Providing additional back up on monitoring agency nursing contracts billing, and credentialing of staff members as well as contractors for medical positions to ensure licensure status.

Other duties as assigned to support the Division of Health Services

• Back up to other AA4 positions in the division as well as Executive Secretaries and Executive Assistant.
• Assists in answering the Heath Servies main phone line.

Other duties as assigned

Required Qualifications:

• Four years of progressively responsible experience in office/clerical, secretarial, bookkeeping, accounting or general administrative work.
• Proficiency in Microsoft Outlook/Office Suite, and Word.
• Intermediate experience in Excel, Visio, PowerPoint and SharePoint.
• Ability to research, compile, organize, and communicate technical medical information both orally and in writing using various technologies such as telephone and electronic mail.
• High School Diploma or equivalent

Preferred/Desired Qualifications:

• A broad and current knowledge base of health service operations.
• Demonstrated ability to maintain confidentiality of information.
• Knowledge of the ics process for Emergency Response.
• Demonstrated ability to build and maintain effective Internal and external working relationships.
• Knowledge of the legislative process and how public policy, political and budget factors Interact and Impact.
• Demonstrated effective communication skills.
• Demonstrated success in holding progressively higher-level administrative support positions Demonstrated ability to effectively Interpret, understand and apply public disclosure and litigation requirements to record collection.
• Can be relied upon to achieve excellent results with little oversight health services.

Mission