DSHS ESA Administrative Assistant 3

State of Washington; Tacoma (WA); On-site; USD 52,000 - 72,000; Full time

Job summary

The State of Washington's Department of Social and Health Services, Economic Services Administration, Community Services Division in Tacoma invites applications for an Administrative Assistant 3. This role provides high-level administrative support to the Administrator and leads office operations, including payroll coordination, budget tracking, travel arrangements, and records management.

You will plan meetings, manage calendars, prepare reports in Word and Excel, liaise with staff and vendors,

Qualifications

• Three years of clerical, office or administrative experience.
• High school diploma or equivalent.
• An Associate’s degree may substitute for experience.
• One year of experience as Administrative Assistant 2 or two years as Administrative Assistant 1.
• Equivalent education/experience.

Responsibilities

• Provides direct, confidential administrative support to the Administrator and serves as a liaison between management, staff, and vendors.
• Coordinates contact center inquiries, information, and problem resolution.
• Prepares and presents technical information to staff through written and verbal communication.
• Manages travel arrangements, itineraries, and the Administrator’s calendar.
• Uses Microsoft Office applications, including Word and Excel, to prepare documents, reports, spreadsheets, and other office materials.
• Schedules and troubleshoots video conferences and coordinates telephone repairs with DIS and ISSD.
• Monitors budgets, tracks expenditures, and recommends corrections to ensure compliance with administrative policies and financial controls.
• Maintains office records, filing systems, financial documents, and serves as the designated records custodian.
• Conducts Risk Assessment and Self-Evaluation activities on behalf of the Administrator.
• Coordinates office space, equipment, supplies, purchasing, inventory, and distribution.
• Serves as the primary coordinator for assigned program areas, including SCAN systems, LEP, OSHA, employee transportation, access cards, and records management.
• Supports hiring activities by scheduling interviews, coordinating interview panels, preparing correspondence, and compiling personnel action requests.
• Monitors compliance with administrative policies and procedures and recommends improvements to internal controls.

Skills

Clerical experience

Office coordination

Communication

Education

High school diploma or equivalent

Associate’s degree in business administration/public administration or related field may substitute for experience

Job description

DSHS ESA Administrative Assistant 3

The Economic Services Administration’s Community Services Division has an exciting opportunity for an Administrative Assistant 3 to support the Administrator and the Virtual Case Management Center team. This role helps keep office operations running smoothly by coordinating payroll, managing supplies and equipment, tracking budgets, maintaining organizational charts, and reviewing monthly reports. The position also coordinates travel, manages translation invoices, serves as the Limited English Proficiency (LEP) Coordinator, and provides phone support to the Administrator and management team. This is an opportunity for an organized, detail-oriented professional who enjoys supporting a team and contributing to public service for Washingtonians.

Some of what you will do

• Provides direct, confidential administrative support to the Administrator and serves as a liaison between management, staff, and vendors.
• Coordinates contact center inquiries, information, and problem resolution.
• Prepares and presents technical information to staff through written and verbal communication.
• Manages travel arrangements, itineraries, and the Administrator’s calendar.
• Uses Microsoft Office applications, including Word and Excel, to prepare documents, reports, spreadsheets, and other office materials.
• Schedules and troubleshoots video conferences and coordinates telephone repairs with DIS and ISSD.
• Monitors budgets, tracks expenditures, and recommends corrections to ensure compliance with administrative policies and financial controls.
• Maintains office records, filing systems, financial documents, and serves as the designated records custodian.
• Conducts Risk Assessment and Self-Evaluation activities on behalf of the Administrator.
• Coordinates office space, equipment, supplies, purchasing, inventory, and distribution.
• Serves as the primary coordinator for assigned program areas, including SCAN systems, LEP, OSHA, employee transportation, access cards, and records management.
• Supports hiring activities by scheduling interviews, coordinating interview panels, preparing correspondence, and compiling personnel action requests.
• Monitors compliance with administrative policies and procedures and recommends improvements to internal controls.

Who should apply

• High school diploma or equivalent
• Three years of clerical, office or administrative experience.
• An Associate’s degree in business administration, public administration, or a closely related field may substitute for experience.
• One year of experience as an Administrative Assistant 2 or two years as an Administrative Assistant 1.
• Equivalent education/experience.

Please note:

Pierce County employees are eligible to receive an Orca Card for transportation needs.

Relationship and Reporting Structure (Nebotism) Disclosure

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.

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 and Health Services is an equal opportunity employer and does not discriminate in any area of employment, its programs 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.

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.

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