DSHS HCLA Office Manager

State of Washington Dept. of Social and Health Services; Spokane (WA); On-site; USD 65,000 - 90,000; Full time

Job summary

DSHS HCLA – Office Manager in Spokane oversees office logistics for Adult Protective Services, including facilities, equipment, and contracts. Travel Region 1 to support field operations; acts as lead tenant representative, coordinating safety initiatives and space planning under Regional Operations Manager.

This role requires strong communication, independent decision making, and the ability to de-escalate challenging situations.

Qualifications

• Bachelor's degree in business administration or related field required.
• At least one year supervisory experience in a business office.
• Two years of state service in a related administrative role preferred.

Responsibilities

• Coordinate and manage office logistics, equipment, supplies, and facilities across APS locations.
• Lead Building and Safety Committees and ensure facility compliance.
• Manage Region 1 fleet vehicles, maintenance, mileage reports, and safety checks.
• Coordinate landline services and troubleshoot phone issues with technicians.
• Monitor supplies, process purchase requests, and support procurement workflows.
• Oversee system access and setup requests for new and departing employees.
• Act as Asset Management Coordinator handling inventory and equipment repairs when needed.

Skills

Office management

Prioritization

Communication skills

Problem solving

Independent work

Education

Bachelor's degree in business administration or related field

One year of supervisory experience in a business office

Two years of state service in an administrative/office management role

Job description

DSHS HCLA – Office Manager

The Department of Social and Health Services (DSHS), Home and Community Living Administration (HCLA), Adult Protective Services (APS) is seeking a proactive and highly organized Office Manager to join our team. This position is based in Spokane and includes travel throughout Region 1 to support field operations. The Office Manager is responsible for coordinating and managing office logistics, equipment, supplies, and facilities across multiple APS locations. As the lead tenant representative, this role also oversees building‑related contracts, safety initiatives, and space planning efforts. Working closely with the Regional Operations Manager, the Office Manager plays a key role in ensuring smooth daily operations and supporting the overall effectiveness and continuity of APS services across the region.

Some of what you'll do:

• Facilitate efficient office workflows, layout planning, space and equipment needs, supply orders, mail, security systems, janitorial services, and logistics for reconfiguration or relocation. Ensure cost‑effective repurposing of office furniture and equipment.
• Serve as lead for Building and Safety Committees, conduct facility walk‑throughs for compliance, respond to emergencies and building issues, and coordinate with property owners and the Regional Operations Manager on unresolved concerns.
• Manage Region 1 fleet vehicles including maintenance, repairs, monthly mileage reports, vehicle replacements, and safety equipment checks.
• Coordinate landline services, perform minor system updates, and troubleshoot phone issues with technicians and headquarters staff.
• Monitor supply levels, process purchase requests, verify goods and services, research pricing within budget constraints, and submit documentation to either the purchasing office or the Regional Operations Manager for payment processing.
• Submit and track system access and facility setup requests to ensure new and departing employees have or return items such as building access, identification badges, phones, voicemail, cell phones, and long‑distance codes.
• Act as Asset Management Coordinator overseeing annual inventory and tracking non‑tagged equipment. Ensure records are archived according to state retention schedules and perform minor equipment repairs when maintenance staff are unavailable.

What we're looking for:

• Effectively prioritize and manage workload to meet deadlines, with the ability to adjust to emergencies or shifting priorities.
• Strong written and verbal communication skills, including the ability to compose professional correspondence and interact effectively with management, peers, clients, and the public.
• Skilled in using computers, standard software, and office equipment (e.g., copiers, printers, scanners), with the ability to quickly learn agency‑specific databases and systems.
• Strong problem‑solving and troubleshooting skills with the ability to assess issues, identify root causes, and coordinate the appropriate vendor response.
• Understanding of office organization methods and a clear commitment to the mission and goals of HCLA and DSHS.
• Ability to work independently, make informed decisions, and demonstrate initiative while respecting chain of command and following management direction.
• Capable of de‑escalating challenging situations, maintaining professionalism under pressure, and using appropriate communication channels.
• Able to research or access accurate information and perform the physical requirements of the position as needed.

Who should apply?

• A bachelor's degree with major study in business administration or a closely related field AND one year of supervisory experience involving the planning, organizing, and coordination of work in a business office. OR
• One year of experience in state service as an Administrative Assistant 2, Human Resource Assistant 2, or Data Compiler 3; OR
• Two years of experience in state service as an Administrative Assistant 1 or Human Resource Assistant 1, or in an equivalent role involving supervisory or office management responsibilities.

Note: Additional qualifying experience may substitute, year for year, for the required education.

Additional information:

• Work schedule: 8:00 AM – 5:00 PM, Monday through Friday
• Some telework may be available; however, flexibility is required and on‑site presence may be needed on short notice
• Travel requirements may vary based on business needs within Region 1

Questions?

Email DSHS Recruiter and reference 06847.

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 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.

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