DSHS FTAA Office Assistant Lead
State of Washington
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Job summary
State of Washington's FTAA/OFR in Olympia is seeking an Office Assistant Lead to support administrative functions and supervise other staff. The role involves training, workload management, and coordinating forms while handling customer calls and ensuring compliance with office procedures.
The position requires a high school diploma or equivalent and at least two years of clerical experience including directing others. Expect a full-time, in-office schedule from Monday to Friday, 8 am–5 pm.
Qualifications
- High school diploma or equivalent required, plus two years of clerical experience including directing others.
Responsibilities
- Provide support to OFR programs; deescalate difficult calls and resolve customer issues.
- Train, assign work and supervise staff; help manage daily workload and ensure adherence to processes.
- Coordinate forms and recordkeeping, monitor workflow, and support daily operations.
Skills
Education
Job description
The Finance, Technology and Analytics Administration (FTAA), Office of Financial Recovery (OFR) is currently seeking an Office Assistant Lead located in Olympia, WA. Operations Support Staff provide support for all OFR's programs by completing administrative tasks.
The Finance, Technology and Analytics Administration (FTAA), Office of Financial Recovery (OFR) is currently seeking an Office Assistant Lead located in Olympia, WA. Operations Support Staff provide support for all OFR's programs by completing administrative tasks.
This position regularly assigns, instructs and checks the work of others as a significant portion of overall delegated responsibilities and provides input to the supervisor on employees' performance. Responsible for the training of new Office assistants and to keep existing staff cross trained. Oversees the work of others to identify training opportunities, ensure compliance with processes and instructions and the daily workload of the unit completeness.
Provide support to the other office assistants and it is the primary contact for difficult calls to deescalate and provide resolutions to our customers
Duties performed require substantive knowledge of a variety of regulations, rules, policies, procedures, processes, materials, or equipment.
Performs a variety of complex clerical projects and assignments, compares data from various sources to identify trends, differences and similarities and resolve clerical and technical issues that interferes with the regular workflow.
This position performs duties of an Office Assistant 3.
Monday to Friday from 8 am to 5 pm. Full time in-office.
- Acts as a liaison between County offices and OFR Recovery Programs.
- Researches and provides input to management on constituent inquires.
- Responsible for coordinating with the Record Officer to fulfil OFR Units request for new forms and update of existing form
- Trains, assigns training and work, and instructs the work of other staff. This includes assisting subordinates with difficult callers and teaching customer service skills. US mail requirements for outgoing mail and legal service, responding to inquiries from unit members regarding policies and procedures.
- Reviews, screens and verifies forms or request for accuracy, completeness and compliance with office and Unit procedures.
- Responsible for conflict resolution and process improvement with staff, peers and business partners; works with staff on improvement and modifications to work-flow using strong coordination and follow through skills.
- Attends meetings with or acts on behalf of the supervisor in their absence and assists with day-to-day operations of the team.
- Coordinates daily staff coverage of OFR main reception, stays available in the phones and monitors Call Management System to ensure customer service standards are upheld.
- Provides input to supervisor regarding employee performance.
- Abilities required to fulfill responsibilities of this position:
- Ability to exercise independent judgment.
- Ability to prioritize and track status of own work and of other staff.
- Ability to maintain composure, show respect and remain professional when trying to resolve conflicts in interpersonal communications.
- Ability to multi task using dual monitors and several computer applications.
- Ability to motivate staff to reach goals while fostering effective working relationships.
- Ability to work and promote a cooperative team environment.
High school equivalent graduation and two years of clerical experience including experience directing the work of others.
Email Alex Baclaan at Alex.Baclaan@dshs.wa.gov and reference job number 07891.
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 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 (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 (Neb) 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
Employee benefits are not just about the kind of services you get, they are also about how much you may have to pay out of pocket. Washington State offers one of the most competitive benefits packages in the nation.
We understand that your life revolves around more than just your career. Like everyone, your first priority is ensuring that you and your family will maintain health and financial security. That's why choice is a key component of our benefits package. We have a selection of health and retirement plans, paid leave, staff training and other compensation benefits that you can mix and match to meet your current and future needs.
The following information describes typical benefits available for full-time employees who are expected to work more than six months. Actual benefits may vary by appointment type or be prorated for other than full-time work (e.g. part-time); view the job posting for benefits details for job types other than full-time.
If the position offers benefits which differ from the following, the job posting should include the specific benefits.
Employees and their families are covered by medical (including vision), dental and basic life insurance. There are multiple medical plans with affordable monthly premiums that offer coverage throughout the state.
Staff are eligible to enroll each year in a medical flexible spending account which enables them to use tax-deferred dollars toward their health care expenses. Employees are also covered by basic life and long-term disability insurance, with the option to purchase additional coverage amounts.
To view premium rates, coverage choice in your area and how to enroll, please visit the Public Employees Benefits Board (PEBB) website. The Washington Wellness program from the Health Care Authority works with PEBB to support our workplace wellness programs.
Dependent care assistance allows the employee to save pre-tax dollars for a child or elder care expenses.
Other insurance coverage for auto, boat, home, and renter insurance is available through payroll deduction.
The Washington State Employee Assistance Program promotes the health and well-being of employees.
State Employees are members of the Washington Public Employees' Retirement System (PERS). New employees have the option of two employer contributed retirement programs. For additional information, check out the Department of Retirement Systems' web site.
Employees also have the ability to participate in the Deferred Compensation Program (DCP). This is a supplemental retirement savings program (similar to an IRA) that allows you control over the amount of pre-tax salary dollars you defer as well as the flexibility to choose between multiple investment options.
All state employees are covered by the federal Social Security and Medicare systems. The state and the employee pay an equal amount into the system.
If you are employed by a government or not-for-profit organization, and meet the qualifying criteria, you may be eligible to receive student loan forgiveness under the Public Service Loan Forgiveness Program.
Full-time and part-time employees are entitled to paid holidays and one paid personal holiday per calendar year.
Note: Employees who are members of certain Unions may be entitled to additional personal leave day(s), please refer to position specific Collective Bargaining Agreements for more information. Full-time employees who work full monthly schedules qualify for holiday compensation if they are employed before the holiday and are in pay status for at least 80 nonovertime hours during the month of the holiday; or for the entire work shift preceding the holiday.
Part-time employees who are in pay status during the month of the holiday qualify for the holiday on a pro-rata basis. Compensation for holidays (including personal holiday) will be proportionate to the number of hours in pay status in the month to that required for full-time employment, excluding all holiday hours. Pay status includes hours worked and time on paid leave.
Full-time employees earn eight hours of sick leave per month. Overtime eligible employees who are in pay status for less than 80 hours per month, earn a monthly proportionate to the number of hours in pay status, in the month to that required for full-time employment. Overtime exempt employees who are in pay status for less than 80 hours per month do not earn a monthly accrual of sick leave.
Sick leave accruals for part-time employees will be proportionate to the number of hours in pay status, in the month to that required for full-time employment. Pay status includes hours worked, time on paid leave and paid holiday.
Full-time employees accrue vacation leave at the rates specified in WAC 357-31-165(1) or the applicable collective bargaining agreement (CBA). Full-time employees who are in pay status for less than 80 nonovertime hours in a month do not earn a monthly accrual of vacation leave.
Part-time employees accrue vacation leave hours in accordance with WAC 357-31-165(1) or the applicable collective bargaining agreement (CBA) on a pro rata basis. Vacation leave accrual will be proportionate to the number of hours in pay status, in the month to that required for full-time employment.
Pay status includes hours worked, time on paid leave, and paid holiday.
As provided in WAC 357-58-175, an employer may authorize a lump-sum accrual of vacation leave or accelerate the vacation leave accrual rate to support the recruitment and/or retention of a candidate or employee for a Washington Management Service position. Vacation leave accrual rates may only be accelerated using the rates established WAC 357-31-165.
Note: Most agencies follow the civil service rules covering leave and holidays for exempt employees even though there is no requirement for them to do so. However, agencies are required to adhere to the applicable RCWs pertaining holidays and leave.
Washington State supports members of the armed forces with 21 days paid military leave per year.
Most employees whose family member or household member dies, or for loss of pregnancy, are entitled to five (5) days of paid bereavement leave. In addition, the employer may approve other available leave types for the purpose of bereavement leave.
Leave Sharing
Parental Leave
Family and Medical Leave Act (FMLA)
Leave Without Pay
Please visit the State HR Website for more detailed information regarding benefits.
Updated 01-07-2026
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