WDVA Office Assistant 3, Full-Time Permanent, Washington Veterans Home

Washington State Health Care Authority; Port Orchard (WA); On-site; USD 40,000 - 52,000; Full time

Job summary

Washington Veterans Home in Port Orchard, WA seeks a Full-Time Office Assistant 3 to support Nursing and Administration. You will coordinate hiring, scheduling, onboarding, and records management while ensuring regulatory compliance and professional communication.

The role requires proficient MS Office use, strong organizational and interpersonal skills, and the ability to interact with candidates, staff, and leadership in a respectful, timely manner.

Qualifications

• Strong organizational skills with attention to detail.
• Strong interpersonal and communication skills both written and verbally with excellent phone etiquette.
• Proficient in Microsoft Office including Outlook, Word, Excell, Access, and Teams.

Responsibilities

• Assist the Director of Nursing Services and in hiring and recruitment efforts.
• Review applications referred through NEOGOV and track their progress.
• Schedule interviews, participate in interview panels and check references of candidates.
• Verify licensure through Department of Health.
• Coordinate with Nursing Scheduler to determine the new hire’s schedule.
• Maintain contact with candidates as the main point of contact and aid through onboarding.
• Prepare and submit complete appointment paperwork to HR for review.
• Track and record appointments in NEOGOV and provide clerical support to leadership.
• Maintain records using Microsoft Office and coordinate meetings/minutes.

Skills

Organizational skills

Communication

Customer service

Phone etiquette

Education

High School / GED

Tools

Microsoft Office Suite

Job description

Office Assistant 3

Full-Time, Permanent

Washington Veterans Home

We are very excited to announce an opening for the position of a Full-Time Office Assistant 3, for our Nursing and Administration team here at the beautiful Washington Veterans Home in scenic Port Orchard, Wa! In this position you will be a member of the Nursing and Administration team and coordinate and perform varied complex support services. The OA3 exemplifies the mission, goals, and performance standards of the WDVA to build strong positive communications to enhance the success of the administration while following all regulatory requirements.

Please Note:

The hours of work are Monday- Friday from 8:00 AM to 4:30 PM. This position is not eligible for telework. This position has been posted within the assigned pay range through Step L. Step M has not been published as this is considered the longevity step, in alignment with state HR compensation rules.

Here at Washington State Department of Veterans Affairs (WDVA), we are passionate about our mission of “Serving Those Who Served.” As a national leader in our advocacy for nearly 500,000 Veterans and their family members, we strive to connect them to earned benefits as well as innovative programs focused on their overall health and wellness. In addition, we provide critical community services through a variety of programs, and at our four State Veterans Homes located in Orting, Port Orchard, Spokane, and Walla Walla. These locations provide Medicare and Medicaid nursing home care to Veterans, including, in some instances, their spouses, widows, or Gold Star Families.

Some of you’ll do:

• Assists the Director of Nursing Services and the in hiring and recruitment efforts.
• Reviews applications referred through "NEOGOV" and tracks their progress.
• Schedules interviews, participates in interview panels and checks references of candidates.
• Verifies licensure through Department of Health.
• Partners with the Nursing Scheduler to determine the new hire’s schedule.
• Maintains contact with candidates as the main point of contact and aids through the pre-onboarding process.
• Collaborates with Human Resources and Nursing Scheduler to determine wages, benefit eligibility and schedule selection.
• Prepares and submits complete and organized appointment paperwork to HR for review including: Application, Authorization to release, Signed offer acceptance, RN affidavit, License, Signed Hiring Action with Salary Exemption, References, Hiring Panelist forms, Nursing Schedule, Position Description, Expectations, and all other requirements.
• Tracks and records both internal and external appointments in NEOGOV applicant tracking system.
• Provides general clerical support to the Director of Nursing Services and Business Office Manager.
• Maintains records and creates various types of documentation/correspondence using Microsoft Office Suite.
• Maintains nursing staff licensure database. Sends nursing license reminders to nursing staff prior to expiration dates, tracks licensing and follows up with stakeholders as needed.
• Coordinates meetings, maintains calendars, schedules meetings and records meeting minutes.
• Conducts facility tours
• Answers phones and greets visitors to Administration Office. Accurately transfers call to the appropriate person or department.

• And Much More!

*Full Position Description is available upon request.

Required:

• High School graduation and or GED equivalent.
• Two (2) years of professional clerical or professional experience that can be substituted by time for clerical experience.
• Proficient in Microsoft Office including Outlook, Word, Excell, Access, and Teams
• Strong organizational skills with attention to detail.
• Strong interpersonal and communication skills both written and verbally with excellent phone etiquette.
• Ability to accept responsibility for quality and timeliness of work.
• Agency Required Competencies for all positions:
  • The ability to take action to learn and grow.
  • The ability to take action to meet the needs of others.

Preferred/Desired:

• Previous experience in a long-term nursing care setting.
• Experience with electronic medical records (EMR)
• Experience with Applicant Tracking Systems.

Special Requirements:

• Must be able to pass a DSHS BCCU Background Check prior to beginning services and every two (2) years in accordance with WDVA Policy 615.000 Background Checks. 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 position.
• Must be able to lift up to 60 lbs. and be capable of reaching a minimum of 36" using proper technique to stock shelves and access supplies. Employee must also be able to push or pull with sufficient strength and walk, sit, and bend in an unrestricted manner during the entire workday.
• Must maintain regular and reliable attendance and be willing to work as needed.
• Must successfully complete, within mandated timeframes, employee orientation and all other mandatory annual, in-service, and other required training.
• Must become familiar and comply with all DVA policies and procedures and Collective Bargaining Agreements as applicable.
• Must sign the confidentiality statement for all employees.
• Positions requiring travel must have a valid unrestricted driver's license and must be insured if driving a privately owned vehicle on state business.
• Candidates who are offered a job with WDVA must possess work authorization which does not require sponsorship by the employer for a visa now or in the future.

Check out this awesome video here to see what it is like to work for the WDVA!

Other Information:

• This position is represented by the Washington Federation of State Employees.

Diversity, Equity, and Inclusion Employer

Here at YOUR Washington Department of Veterans Affairs our employees come from all walks of life. We strive to hire great people from a wide variety of backgrounds. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or Veteran status.

We believe in the importance of recognizing the value each of us contribute to the success of the mission of the agency. Having a diverse workforce is this agency’s greatest resource of strength and knowledge. It is through the combination of talents and abilities that we can pursue finding effective measures on how we can provide the best customer service. We are committed to building a diverse and inclusive workplace for everyone.

The State of Washington is an equal opportunity employer. Persons with a disability who need assistance in the application process or testing process, or those needing this announcement in an alternative format, may call [phone]. TTY users should first call 711 to access the Washington Relay Service.

You are welcome to include the name and pronoun you would like to be referred to in your materials and we will honor this as you interact with our award-winning diverse and inclusive organization.

If you have any questions regarding this announcement, program, or the agency, please contact us at [e-mail].