DSHS DDA Administrative Assistant 3

State of Washington Dept. of Social and Health Services; Tumwater (WA); On-site; USD 52,000 - 70,000; Full time

Job summary

The State of Washington Department of Social and Health Services seeks an Administrative Assistant 3 in Tumwater, WA to support the SOLA Administration office, handling clerical tasks, minutes, financial records, and coordination for program managers.

This role requires confidentiality, strong organizational skills, and the ability to manage travel, meetings, and data entry while ensuring timely support to the SOLA team.

Qualifications

• Perform various office management and secretarial duties including travel, scheduling, minutes, and receptionist tasks.
• Greet people professionally and maintain confidentiality of sensitive information.
• Compile data, extract information, and generate reports.
• Uphold high ethical standards and integrity in all work.
• Maintain confidential employee records and assist with financial documents.

Responsibilities

• Provide administrative support to the SOLA Program Administrator and DDA/QA.
• Prepare and transcribe meeting minutes; organize information for dissemination to staff and visitors.
• Process mail, answer phones, reception duties.
• Maintain participant financial records, budgets, and petty cash records.
• Monitor SSI/SSA reports and bank reconciliations for participants.
• Assist with data entry for the SOLA Electronic Investigation and Management System (EIMS).
• Prepare monthly rent and utility payments for SOLA clients and homes.

Skills

Office management

Secretarial duties

Travel arrangements

Meeting minutes

Data entry

Confidentiality

Interpersonal communication

Education

High school diploma or equivalent

Associate's degree in business/admin or related field

Four years total education/experience

Job description

DSHS DDA Administrative Assistant 3

State-Operated Living Alternatives (SOLA) within the Behavioral Health and Habilitation Administration (BHHA) has an exciting Administrative Assistant 3 opportunity Tumwater, WA.

Under the direction and supervision of a State Operated Living Alternative (SOLA) Program Administrator this position provides support for the SOLA Administration office. To include Administrative support and assistance for the purpose of facilitation of department managers/supervisors and or relieving the manager and or staff members of day to day clerical responsibilities. This may include making travel arrangements, scheduling meetings, recording meeting minutes, transcribing minutes, coordinating and handling financial documents and employee record keeping.

Some of what you'll do:

• Perform confidential administrative office management assignments and administrative assistance for SOLA Program Administrator, DDA/QA. Composes professionally cogent grammatically correct correspondence, reports and documents as directed by/on behalf of the program manager; in his/her absence and to the extent of delegated authority, exercises tact, judgement, discretion, uses program and professional resources for the purpose of problem solving. Receives delegated administrative assignments requiring substantial knowledge of a variety of supportive requirements.
• DDA/ADMIN policies using these skills in a fast paced environment. Provides executive level assistance by reviewing, researching, organizing, prioritizing and preparing information to the Liaison to convey information to and from visitors, guardians, families and staff to/from all office personnel at present location.
• Performs clerical tasks for the program such as filing, processing the mail, answering and transferring phone calls and preforming reception duties for the office.
• Weekly maintain all meeting minutes per SOLA management. To include recording, transcribing and coordinating the communication of the minutes per SOLA meetings.
• Audits and maintains all participant financial records, this would include the clients' bank statements, budgets and petty cash accounts.
• Monitor and manage all participant SSI/SSA reports and bank reconciliations for participant financial needs.
• Monitor and manage all participant receipts for their financial records & personal spending. Conduct bi-monthly financial audits for all SOLA participants.
• Assist as needed by monitoring, and preforming data entry as delegated by the SOLA Program Administrator Electronic Investigation and Management System (EIMS).
• Prepares monthly rent and utility payments for the SOLA clients and homes.

Desired skills, knowledge, and abilities:

• Ability to perform various office management function and secretarial duties to include making travel arrangements, scheduling meetings, taking notes and transcribing minutes, screening calls and visitors, keeping supervisors and/or staff calendars) and committing supervisor and/or staff members time
• Must have skills and ability to greet people in a respectful, welcoming manner
• Ability to compile data, extract information and generate reports
• Must maintain high ethical standards and possess a high level of integrity
• Ability to maintain confidential information to include employee records and sensitive information
• Ability to communicate in a manner that fosters a positive working relationship between providers and DOA

Who should apply?

Professionals who meet one of the following:

• A high school diploma or equivalent and three years of clerical, office, or administrative support experience
• An Associate's degree in business administration, public administration, or a closely related field and:
  • One year of experience as an Administrative Assistant 2; or
  • Two years of experience as an Administrative Assistant 1.
• An equivalent combination of education and experience totaling four years.

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. 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 [phone]. Applicants who are deaf or hard of hearing may call through Washington Relay Service by dialing 7-1-1 or 1-800-833-6384.

Relationship and Reporting Structure Disclosure: If you are selected for hire, you must disclose whether you have a relative, household member, close friend, or romantic partner within your potential supervisory chain of command. DSHS has a Relationships and the Reporting Structure policy that prohibits nepotism and can be reviewed here. Applicants whose appointment would result in a prohibited reporting relationship are not eligible for appointment to that position.

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