DSHS DDA Administrative Assistant 3

Washington Department of Natural Resources; Tumwater (WA); On-site; USD 42,000 - 57,000; Full time

Job summary

Washington State Department of Social and Health Services (DSHS) seeks an Administrative Assistant 3 for the SOLA program in Tumwater, WA. This role provides essential support to the SOLA Administration office, handling clerical tasks, scheduling, minutes, and financial record coordination to free managers for core duties.

The candidate will maintain confidential records, assist with data entry and reimbursements, and help ensure smooth operation of the program through organized processes and

Qualifications

• High school diploma or equivalent with 3 years of clerical/administrative support experience.
• Associate degree in business or public administration with specified experience.
• Equivalent combination totaling four years of education and experience.

Responsibilities

• Provide administrative support for SOLA Program Administrator and DDA/QA.
• Make travel arrangements, schedule meetings, and record/transcribe minutes.
• Process financial documents and maintain employee records.
• Maintain weekly meeting minutes and coordinate communication.
• Audit participant financial records and reconcile SSI/SSA reports.
• Data entry and monthly rent/utility payments for SOLA clients.

Skills

Travel arrangements

Notes taking / minutes

Interpersonal communication

Data reporting

Confidential information handling

Professional integrity

Education

High school diploma or equivalent

Associate degree in business/public administration

Equivalent combination of education and experience (4 years)

Job description

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

• 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.

Questions? Please reach out to DSHS Recruiter Peter Bonato at [e-mail] and reference job number #07967.

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.

Supplemental Information

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 360 725 5810. 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 (Nebotism?) 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.

E-Verify® is a registered trademark of the U.S. Department of Homeland Security