Job Description

Description

Are you an experienced administrative professional who is highly organized and detail oriented Do you enjoy working with a variety of partners and taking on new challenges Then this may be the position for you! This is a hybrid full-time permanent Administrative Assistant 4 position located at the Tumwater WA DOH office.

Join a high-functioning team dedicated to improving patient safety! As an Administrative Assistant 4 you will support the work of more than 100 full-time Office of Investigative and Legal Services (OILS) employees and the OILS Management Team. This position serves as the primary assistant to the Office Director Deputy Director Chief Investigator and Operations Manager. This position provides higher-level administrative duties representing the goals and interests of the Office and the Division. This position requires a working knowledge of the Health Systems Quality Assurance division department and OILS missions goals objectives policies and procedures. Work is assigned and delegated by the office director deputy director chief investigator and operations manager apply today to help us protect and improve the health of people in Washington!

At the Division of Health Systems Quality Assurance (HSQA) we oversee Washington States healthcare delivery system ensuring the highest standards of care. The Department of Healths HSQA Office of Investigative and Legal Services (OILS) supports the agency and division mission to protect the public health and safety of the people of Washington by collecting information investigating complaints and taking enforcement action against health care providers and facilities who provide substandard care or commit unprofessional conduct. Together we keep Washington families safe.

The Office is responsible for overseeing the disciplinary process for over 400000 healthcare professionals and 7000 facilities.

Key Responsibilities Include

• Scheduling meetings reserving rooms drafting and disseminating meeting agendas and meeting minutes assisting with travel arrangements and reimbursements and other duties as requested.
• Providing executive-level administrative support to director-chaired committees including meeting logistics and set-up drafting and disseminating meeting agenda and meeting minutes presentation materials follow-up action items and overall meeting coordination.
• Serving as Office coordinator for Service Central requests motor pool TEMS and all PC tracking and replacements workstation changes and other IT-related requests and services.
• Participating in administrative assistant-led meetings including preparing background information and briefing documents and coordinating talking points.
• Quality assurance oversight for administrative documents requiring signature.
• Office-wide record keeper for OILS team.
• Compiling reports and completing special project assignments on behalf of the office director.
• Performing assigned administrative responsibilities identified in HSQA Business Policies/Procedures/Protocols.
• Reviewing evaluating monitoring and coordinating office protocols standards priorities and deadlines for adherence and tracking purposes and recommending changes to foster efficiencies and standardization across the Office.
• Working with management team to identify and implement efficiencies throughout the office.

Why Join Us

• Impactful Work: Communicates resolves problems and coordinates information decisions strategies and actions with the public staff members and management.
• Collaborative Environment: Works within a team environment promoting cooperation and helping HSQA colleagues to achieve office and division goals deliverables and meet customer expectations.
• Growth Opportunities: Serves as a lead or active member on workgroups and represents the office or division in carrying out special events and ad hoc committees.
• Work-Life Balance: Enjoy a flexible hybrid work environment with support for a healthy work-life balance.

Ready to make a difference Apply now and become a part of a mission-driven team dedicated to safeguarding public health!

Location and Flexibility: Enjoy the flexibility of our hybrid work environment where you can balance working from home and collaborating in the office. It is anticipated that you will work at the DOH facility located in Tumwater WA 2-3 days each week . The position may require travel within Washington State or out of state for meetings as necessary to perform the functions of the position.

Required Qualifications

You must meet the option provided and any additional criteria listed. Experience may have been gained through paid or unpaid activities. Please ensure any relevant experience defined below is outlined in your cover letter resume and/or applicant profile.

• Four (4) or more years of professional experience planning organizing coordinating and completing administrative duties in an executive level business or legal office at the Administrative Assistant 3 job classification or above or equivalent. This includes scheduling meetings managing calendars taking notes managing emails coordinating assignments responding to inquiries developing presentations and other documents and maintaining confidentiality.

• Three (3) or more years of experience using the following software applications:

• • MS Excel or other spreadsheet software to create and manipulate large or complex spreadsheets tables databases and reports; create complex mathematical formulas; link worksheets and create links to external data sources; import data from other sources; find and format records; sort and filter by multiple selections; develop queries and reports; and create and format charts and graphs.
  • MS Word or other word processing software to create format edit print and save documents; use standard functions to select edit copy paste format and spell check text; create bulleted and numbered lists indent and align paragraphs using tabs; create hyperlinks; create format sort and edit tables columns and charts; insert and format sections; create headers and footers; work with pictures and draw objects; create forms using templates work with form fields and format and enhance forms; use mail merge to create form letters and modify merged documents; create tables of contents and compile update indexes.
  • MS PowerPoint or other presentation software to create format edit and run slideshows; integrate text with graphics add hyperlinks create charts and graphs create and print speaker notes and handouts work efficiently with templates and masters to format design and update slides handouts and notes.

As well as the following knowledge skills abilities and competencies:

• Demonstrated ability to plan organize and lead teams; assign review and coordinate work projection; develop procedures for most effective use of staff space and equipment.
• Knowledge of office organization methods and management principles; modern methods of performing various kinds of clerical work and of measuring work production; office materials supplies and equipment; inventory control and record management; supervisory techniques.

Preferred/Desired Qualifications

• One (1) or more years of experience using Adobe Acrobat Professional Microsoft SharePoint and Visio computer software

• One (1) or more years of experience and ability to use presentation software such as Microsoft PowerPoint to create format edit and run slide shows integrate text with graphics add hyperlinks create charts and graphs create and print speaker notes and handouts work efficiently with templates and masters to format design and update slides handouts and notes.

• Experience and training in applying quality improvement thinking and tools to improve processes and increase accuracy timeliness and overall quality.

Benefits and Lifestyle

We prioritize your work-life balance and offer one of the most competitive benefits packages nationwide tailored to support your lifestyle. Discover more about Why DOH by visiting .

We are the Washington State Department of Health (DOH)

At DOH we safeguard public health in an ever-evolving world. Through collaboration with local health jurisdictions and state federal and private partners our programs and services impact every Washingtonian and visitor daily. Were driven by Equity Innovation and Engagement as outlined in our Transformational Plan for the future of Washington health.

Conditions of Employment:

This position is covered by a bargaining unit for which the Washington Federation of State Employees (WFSE) is the exclusive representative.

I am prepared with or without accommodation to do the following:

• Commit to a full-time 40-hour 8am 5pm workweek schedule.
• Communicate through applications such as MS Teams and MS Outlook and by phone while working remotely.
• Adjust my work schedule occasionally to align with business needs which may entail working evenings and weekends.
• Perform my job duties either remotely from home or in person at the Tumwater DOH site location.
• Occasional travel may be necessary sometimes requiring overnight stays or trips out of state.
• Legally drive a vehicle or arrange alternative transportation for state business.
• Engage in emergency response exercises and high-priority assignments as assigned during emergency

APPLICATION DIRECTIONS :

To apply click Apply and complete the application. Attach your resume and cover your Applicant Profile include at least three professional references (including a supervisor a peer and someone youve supervised or led if applicable). Please do not include private information such as social security number or year of birth.

Make sure to document your years of experience skills and abilities as listed in the qualifications section of this job posting.

Attach only the following:

• Resume
• Cover letter
• 3 or more professional references if not included in your applicant profile
• DD-214 (if applicable)

Veterans Preference : Applicants wishing to claim Veterans Preference must attach a copy of their DD-214 (Member 4 copy) NGB 22 or a signed verification of service letter from the United States Department of Veterans Affairs to their application. Please remove or cover any personally identifiable data such as social security numbers and birth year

Do not include or attach the following these documents will not be reviewed:

• REMOVE personal photos do not submit any documents containing personal photos.
• Transcripts (unless specifically requested in the Application Directions)
• Certifications or diplomas
• Projects or portfolios
• Letters of recommendation

Equity Diversity and Inclusion : We regard diversity as the foundation of our strength recognizing that differing insights and abilities enable us to reflect the unique needs of the communities we serve.

DOH is an equal-opportunity employer. We prohibit discrimination based on race/ethnicity/color creed sex pregnancy age religion national origin marital status the presence or perception of a disability veterans status military status genetic information sexual orientation gender expression or gender identity.

Questions and Accommodations : If you have questions need accommodation in the application or selection process or need information in an alternative format contact Kristina Cox at . Please reference DOH8750.

Technical Support : Reach out to NEOGOV directly at 1- for technical support and login issues.

Supplemental Information

This recruitment may be used to fill positions of the same job classification across the agency. Once all the position(s) from the recruitment are filled the candidate pool may be used to fill additional open positions for the next sixty (60) days.

Only applicants who follow the directions and complete the Application Process in full will have their responses reviewed for consideration.

Experience and education selected listed or detailed in the Supplemental Questions must be verifiable on the submitted applicant profile.

Job Tags

Permanent employment, Full time, Work at office, Local area, Remote work, Work from home, Flexible hours, Night shift, Weekend work, Afternoon shift, 2 days per week, 3 days per week,

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