DSHS HCLA Administrative Assistant 4

State of Washington; Wenatchee, Olympia (WA, WA); Hybrid; USD 65,000 - 90,000; Full time

Job summary

Washington State Department of Social & Health Services is seeking an Administrative Assistant 4 (AA4) to support Residential Care Services Region 2. The role may be based in Smokey Point/Arlington, Lynnwood, or Kent, WA, and requires high-level confidential coordination with regional leadership to keep priorities moving across the region.

You’ll manage calendars, prepare briefing materials, and coordinate cross-departmental activities, while maintaining confidentiality and professional

Qualifications

• Ability to exercise independent judgment, establish priorities, manage competing deadlines, and make sound decisions in a complex and changing organizational environment.
• Ability to analyze sensitive and confidential issues objectively and provide effective advice, consultation, and recommendations to leadership.
• Strong organizational, coordination, and problem-solving skills, with the ability to manage multiple projects, assignments, and administrative priorities accurately and on time.
• Strong written and verbal communication skills, including the ability to prepare clear and effective reports, correspondence, presentations, briefing materials, spreadsheets, and other high-level documents.
• Proficiency with Microsoft Office applications, including Outlook, Word, Excel, PowerPoint, SharePoint, Teams, and Webex, with the ability to use technology efficiently and troubleshoot basic equipment or software issues.
• Knowledge of administrative practices, organizational operations, travel and fiscal requirements, and applicable DSHS, OFM, and SAAM policies.
• Ability to build and maintain professional working relationships with employees, leadership, government agencies, stakeholders, and the public while maintaining confidentiality and providing responsive customer service.

Responsibilities

• Serve as the principal administrative partner to the Regional Administrator and Field Services Administrator, using independent judgment to prioritize work, resolve issues, coordinate assignments, and represent leadership in administrative matters.
• Provide high-level, confidential support on complex projects, personnel matters, employee relations issues, investigations, grievances, performance matters, and other sensitive issues.
• Manage the Regional Administrator’s calendar, correspondence, meetings, travel, and administrative files; prepare agendas, briefing materials, reports, presentations, talking points, and other documents.
• Coordinate with regional leadership and staff on operational management, performance goals, fiscal planning, quality improvement activities, strategic initiatives, and required reports and deadlines.
• Serve as a liaison between the Regional Administrator, regional staff, DSHS divisions, state agencies, stakeholders, and community partners; respond to inquiries and communicate on behalf of the Regional Administrator as delegated.
• Coordinate regional personnel and hiring activities, including personnel actions, recruitment and interview scheduling, background checks, required documentation, and tracking actions through completion while maintaining confidentiality.
• Coordinate office operations and regional administrative activities, including facilities, space and equipment needs, supplies, safety and risk management activities, emergency management, mobile devices, distribution lists, and office moves or maintenance.
• Lead or coordinate regional meetings, committees, special projects, events, and workgroups; track decisions, assignments, and deadlines and ensure follow-up actions are completed.

Skills

Independent judgment

Prioritization

Confidentiality

Organizational skills

Written and verbal communication

Microsoft Office proficiency

Stakeholder communication

Education

High school diploma or equivalent + 4 years clerical/administrative experience

Bachelor’s degree in business/public administration or related field

Administrative Assistant 3 (AA3) experience

Administrative Assistant 2 (AA2) experience

Equivalent combo of education and experience

Tools

Outlook

Word

Excel

PowerPoint

SharePoint

Teams

Webex

Job description

DSHS HCLA – Administrative Assistant 4

Administrative Assistant 4 (AA4) supporting Residential Care Services (RCS) Region 2. This position may be based in Smokey Point/Arlington, Lynnwood, or Kent. As the principal administrative partner to the Regional Administrator, you’ll provide high-level, confidential support and use independent judgment to coordinate administrative operations, resolve issues, and keep priorities moving across the region. You’ll work closely with regional leadership, staff, other DSHS divisions, state agencies, and community partners while supporting a region that includes three offices, 10 units, and approximately 147 employees. Your work will help ensure regional operations are organized, responsive, and aligned with the mission to promote and protect the rights, security, and well-being of individuals living in licensed and certified residential settings.

Some of what you’ll do:

• Serve as the principal administrative partner to the Regional Administrator and Field Services Administrator, using independent judgment to prioritize work, resolve issues, coordinate assignments, and represent leadership in administrative matters.
• Provide high-level, confidential support on complex projects, personnel matters, employee relations issues, investigations, grievances, performance matters, and other sensitive issues.
• Manage the Regional Administrator’s calendar, correspondence, meetings, travel, and administrative files; prepare agendas, briefing materials, reports, presentations, talking points, and other documents.
• Coordinate with regional leadership and staff on operational management, performance goals, fiscal planning, quality improvement activities, strategic initiatives, and required reports and deadlines.
• Serve as a liaison between the Regional Administrator, regional staff, DSHS divisions, state agencies, stakeholders, and community partners; respond to inquiries and communicate on behalf of the Regional Administrator as delegated.
• Coordinate regional personnel and hiring activities, including personnel actions, recruitment and interview scheduling, background checks, required documentation, and tracking actions through completion while maintaining confidentiality.
• Coordinate office operations and regional administrative activities, including facilities, space and equipment needs, supplies, safety and risk management activities, emergency management, mobile devices, distribution lists, and office moves or maintenance.
• Lead or coordinate regional meetings, committees, special projects, events, and workgroups; track decisions, assignments, and deadlines and ensure follow-up actions are completed.

Desired skills, knowledge, and abilities:

• Ability to exercise independent judgment, establish priorities, manage competing deadlines, and make sound decisions in a complex and changing organizational environment.
• Ability to analyze sensitive and confidential issues objectively and provide effective advice, consultation, and recommendations to leadership.
• Strong organizational, coordination, and problem-solving skills, with the ability to manage multiple projects, assignments, and administrative priorities accurately and on time.
• Strong written and verbal communication skills, including the ability to prepare clear and effective reports, correspondence, presentations, briefing materials, spreadsheets, and other high-level documents.
• Proficiency with Microsoft Office applications, including Outlook, Word, Excel, PowerPoint, SharePoint, Teams, and Webex, with the ability to use technology efficiently and troubleshoot basic equipment or software issues.
• Knowledge of administrative practices, organizational operations, travel and fiscal requirements, and applicable DSHS, Office of Financial Management (OFM), and State Administrative and Accounting Manual (SAAM) policies.
• Ability to build and maintain professional working relationships with employees, leadership, government agencies, stakeholders, and the public while maintaining confidentiality and providing responsive customer service.

Who should apply?

• A high school diploma or equivalent AND four years of progressively responsible clerical, office, or administrative experience;
• A Bachelor’s degree in business administration, public administration, or a closely related field;
• One year of experience as an Administrative Assistant 3 (AA3);
• Two years of experience as an Administrative Assistant 2 (AA2); or
• An equivalent combination of education and experience totaling four or more years.

Additional information:

• Work schedule: 8:00 AM – 5:00 PM, Monday through Friday.
• This is a hybrid position with a combination of in-office and telework days. The assigned office may be in Smokey Point/Arlington, Lynnwood, or Kent.
• Snohomish County employees are eligible to receive an Orca Card for transportation needs.
• King County employees receive 5% premium pay in addition to the advertised salary and are eligible to receive a free ORCA card for transportation use.

Relationship and Reporting Structure (Necpotism) 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.

The Department of Social and Health Services’ 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.

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