DSHS HCLA Administrative Assistant 3

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

Benefits offered by this job

Orca Card for transportation

Job summary

State of Washington Dept. of Social and Health Services in Arlington, WA is seeking an Administrative Assistant 3 to provide administrative and secretarial support to Field Managers handling regulatory quality assurance for licensed adult family homes, assisted living facilities, and nursing homes.

You will maintain communications with state and federal entities, implement office systems, and process reports while tracking performance measures across programs and agencies.

Qualifications

• High school graduation or GED.
• Three years of progressively responsible experience in office/clerical, secretarial, bookkeeping, accounting, or general administrative work.
• Formal education will substitute year-for-year for experience.
• Washington State Government experience related to DSHS, HCLA, and HR administration preferred.

Responsibilities

• Coordinate and schedule meetings, prepare materials, and attend meetings to track feedback.
• Assist in planning, organization, and direction of program activities.
• Maintain electronic filing systems and meticulous data entry with regulatory timelines.
• Review and manage incoming mail, email, and faxes for field managers.
• Serve as a public point of contact via email and phone.
• Coordinate processes for developing new positions and hiring, including onboarding.
• Organize new employee orientation including IT setup and badge access.
• Assist staff on office procedures, policies, and computer systems.
• Coordinate exits, including paperwork and return of equipment.
• Arrange travel, logistics, facilities, and reimbursements.
• Schedule and reserve rooms for staff trainings and prepare training materials.

Skills

Prioritization and workflow management

MS Office proficiency

Effective written and verbal communic

Judgement in complex environments

Government experience (DSHS/HCLA HR)

Education

High school diploma or GED

Job description

HCLA RCS Administrative Assistant 3

The Residential Care Services (RCS) within Home Community Living Administration (HCLA) at DSHS is hiring for an Administrative Assistant 3 to join our team in Arlington, WA.

The position provides administrative and secretarial support to Field Managers and staff who are responsible for regulatory quality assurance for licensed adult family homes, assisted living facilities and nursing homes. Delegated responsibilities include maintaining communications with State and Federal entities, establishing, implementing, and maintaining office systems related to processing reports and entering data into computer systems and meeting, tracking, and analyzing internal and external performance measures.

Note: Snohomish County employees are eligible to receive an Orca Card for transportation needs.

Some of what you will do:

• Coordinate and schedule meetings, prepare meeting materials, presentations, and attend meetings to assist, track, and report feedback from commission members and agency partners.
• Assist in coordination, organization, and/or direction to support the planning and implementation of program activities.
• Maintain electronic filing systems, with meticulous data entry, adherence to regulatory timelines, and organization of records.
• Review and manage incoming mail, e-mail, and faxes for field manager.
• Act as a public point of contact: monitoring and responding to incoming communications through email, and phone.
• Perform administrative paperwork and coordinate all processes for developing new positions and hiring, coordinating and facilitating the completion of all hiring processes.
• Coordinate new employee orientation that includes cubicle set up, IT set up, identification and access badge, cell phone and other required needs to ensure new employees have what they need to begin work.
• Orient and assist new staff on office procedures, administrative policies, practices and computer systems.
• Responsible for coordination of activities for exiting employees that include cubicle cleaning up, returning cell phones, cancelling phones, getting access badges returned, and all other exit procedures.
• Organize, coordinate, and prepare travel arrangements, logistics, facilities, and reimbursements.
• Assist with scheduling and reserving rooms for training intended for staff, training preparation include – printing and compiling training materials, enrolling participants, distributing training materials, and other technical tasks as needed.

Who should apply?

• High school graduation or GED.
• Three years of progressively responsible experience in office/clerical, secretarial, bookkeeping, accounting, or general administrative work.
• Formal education will substitute year-for-year for experience.

Preferred knowledge, skills and abilities:

• Proven ability to independently set priorities, streamline workflows, and manage tasks to achieve objectives efficiently and on schedule.
• Proficient in utilizing Microsoft Office programs with skill and expertise.
• Effective communication skills, both written and verbal, enabling clear and professional interactions with management, team members, beneficiaries, and the broader public.
• Skilled in making reasonable judgements in a complex and changing organizational environment.
• Washington State Government experience related to DSHS, HCLA, and/or Human Resources administrative functions preferred.

Questions?

Email Vincent Hamilton at [e-mail] and reference #08307.

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 (Ne potism) 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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