DSHS HCLA Administrative Assistant 3

State of Washington; United States; Hybrid; USD 45,000 - 65,000; Full time

Benefits offered by this job

5% premium pay (King County)

Job summary

The State of Washington is seeking an Administrative Assistant 3 for the WA Cares Fund within the Home Community Living Administration. This role supports Region2 WA Cares leadership with calendar management, correspondence, travel, and onboarding to help advance long‑term care policy initiatives.

Hybrid work requires in-office presence 3x weekly; King County staff receive a 5% premium pay on base salary. Strong organization and MS Office skills are essential for success.

Qualifications

• A high school diploma or GED is required.
• Four years of progressively responsible experience in office/clerical work or in a professional office setting are required.
• Ability to manage calendars, draft professional correspondence, and coordinate travel.

Responsibilities

• Provide administrative support to regional leadership and staff.
• Draft correspondence, manage calendars, schedule meetings, and arrange travel.
• Assist with personnel administration and onboarding activities.

Skills

Prioritization

Communication

Office coordination

Calendar management

Education

High school diploma or GED

Tools

Microsoft Office

Job description

DSHS HCLA – Administrative Assistant 3

The WA Cares Fund(WCF) within Home Community Living Administration (HCLA) at DSHS is hiring for an Administrative Assistant3 to join Region2 (King County) WA Cares team.

Make a meaningful impact on long‑term care policy by embracing this thrilling opportunity. The WA Cares Fund is the first of its kind in the United States, showcasing why Washington State leads the nation in long‑term care initiatives. Created by the WA State Legislature, the WA Cares Fund (WCF) offers affordable long‑term care insurance coverage to all working Washingtonians. This is a rare opportunity to become one of the founding team members as we introduce the nation’s first long‑term services and support social insurance program.

As the WCF Administrative Assistant, you will be responsible for providing a wide variety of administrative support directly to Region2 WA Cares Regional Administrator, Deputy Regional Administrator, and regional leadership team, including, but not limited to the following or to achieve program goals andensure smooth office operations. Your responsibilities will include providing comprehensive administrative support, drafting professional correspondence, managing calendars, scheduling meetings, and arranging travel plans. Additionally, you will assist with personnel administration, ensuring employees have the resources and support needed to excel in their roles.

This is a hybrid work environment with expectation of in office 3x a week and travel throughout the region based on business needs. Employees assigned to a duty station in King County will receive 5% premium pay calculated from their base salary.

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 the WA Cares Fund project or program activities.
• Review and manage incoming mail, e-mail, and faxes for regional administrator.
• Act as a public point of contact for regional WA Cares Fund: 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.
• Prepare correspondence for WA Cares Fund regional administrator and exercises signature authority on administrative correspondence.
• 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.

Our ideal applicant operates in a professional, respectful, and competent manner always. They are experts in organizing and coordinating tasks, projects, meetings, and events. They are meticulous organizers and coordinators who can manage and track multiple people, tasks, projects, and action items all with different timelines, deadlines, and levels of sensitivity. They are savvy using Microsoft Office programs and software, and confident in learning and working with new systems and technology.

Who should apply?

• A high school diploma or GED
• AND
• Four years’ of progressively responsible experience in office/clerical, secretarial, bookkeeping, accounting, or general administrative work
• OR
• Four years of on-hands practical experience working in a professional office settingNote: Formal education will substitute year-for-year for the required experience.

Preferred knowledge, skills & 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, ALTSA, and/or Human Resources administrative functions preferred.

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 an equity, anti-racism, and social justice commitment to your work with DSHS. We strive to create greater access and affirming representation of the communities we serve, 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 [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 ( Nepotism ) 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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