Administrative Assistant 5 (Multiple) - DOH7618

Description We’re hiring 2 full-time permanent positions in Tumwater, WA.
Join our team as one of two Administrative Assistant 5 (AA5) professionals, where your expertise will be pivotal in supporting the Department of Health (DOH).
In this role, you will provide multifaceted support to the Deputy Chief within the Office of the Chief of Staff or the Chief of the Center of Inclusion, Belonging, and Wellbeing.
Your responsibilities will encompass a range of tasks, from direct administrative office support to managing the day-to-day administrative operations.
This includes ensuring the continuity of business services and addressing planning needs.
Your role as AA5 places you at the heart of our operations, serving as the primary point of contact for administrative tracking and reporting.
You will play a key role in overseeing the budget status and coordination for handling purchasing requests and evaluating options for review and approval.
In addition, you will provide high-level administrative support, involving building agendas, coordinating meetings, taking notes, logging decisions, and facilitating production for the Agency Deputies Team and similar meetings.
An important aspect of your role will also include acting as the travel coordinator for the department team, managing travel arrangements, and resolving any travel-related issues.
This position requires individuals who can operate with a high level of independence, showcasing exceptional judgment, ethical standards, and professional behavior.
Your contribution will be essential in achieving our performance goals, making this role a perfect match for those looking to make a meaningful impact in a dynamic environment.
Responsibilities: Manage calendar, coordinates travel, prepares meeting materials, and handles correspondence, ensuring confidentiality and compliance with policies.
Supports leadership by providing administrative assistance, including meeting preparation, material creation, note-taking, agenda distribution, and training coordination.
Oversees budget management, including payroll, budgeting, procurement, spending requests, and financial tracking.
Guides and supports Center staff, implements operational plans, fosters teamwork, coordinates meetings, and ensures communication flow.
Coordinates onboarding processes, manages recruitment activities, and maintains human resource documents and procedures.
Analyzes and improves administrative operations, researches administrative needs, and develops resources and training for efficient office functioning.
Documents and reports on Standard Operating Procedures (SOP) and administrative operations to the management team.
Manages administrative projects, SharePoint content, storage of work products, and tracking systems for various administrative tasks.
Assists in legislative activities, liaises with legislative staff, manages bill tracking and reporting, and supports fiscal note tracking.
Required Qualifications: Experience may have been gained concurrently though a combination of education, professional experience and paid or unpaid experience.
Education and/or experience involving progressively increasing responsibility for planning, organizing, coordinating, and completing administrative duties, at a professional level, in an executive-level business office as follows: Option 1: Four (4) or more years of experience.
Option 2: Associate’s degree in Public/Business Administration, or related field, AND three (3) or more years of experience.
Option 3: Bachelor's degree or higher in Public/Business Administration, or related field; AND two (2) or more years of experience.
Intermediate-level experience using Microsoft Office software products, including Word, Excel and PowerPoint and MS Outlook.
Desired Skills and Preferred Experience: Maintaining budgets and a comprehensive understanding of budgeting and accounting procedures.
Conducting research using the internet, SharePoint, knowledgebase articles, and various other sources.
Using Microsoft Office tools including Excel, Word, Publisher, PowerPoint, and SharePoint to compile, organize and present data to professional audiences of varying levels.
Using Outlook and/or similar tools to organize work, drafting professional correspondence, and manage scheduling and calendaring.
Note taking and Note transcription.
Drafting, editing, proofing, and finalizing professional correspondence for grammar and accuracy.
Experience in a government organization and a comprehensive understanding of administrative procedures and government functions Experience attending DEI focused training and applying acquired knowledge to your work.
Key Competencies and Expectations: Foster a culture of equity, social justice, and belonging by modeling cultural awareness, understanding diverse perspectives, and promoting access to shared resources.
Exhibit strong problem-solving skills by identifying issues and designing effective solutions, along with strategic, financial, and project planning aligned with the agency's mission and strategy.
Demonstrate adaptability and effective communication in various situations, ensuring messages are accessible and tailored to diverse audiences.
Practice transparency, authenticity, and accountability in interactions, while actively engaging with feedback and encouraging critical thinking.
Utilize technological tools efficiently, manages multitasking in dynamic environments, and is adept at organization and meeting deadlines.
Maintain confidentiality in record-keeping and exercises independent judgment with minimal supervision, fostering productive relationships across departments and agencies.
About 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.
We're driven by Equity, Innovation, and Engagement, as outlined in our Transformational Plan for the future of Washington health.
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 Work@Health.
Location and Flexibility Flex/Hybrid – This is a predominantly mobile work position with an onsite expectation of 2-4 days per month at the DOH Office located in Tumwater, WA.
Application Process: Remember to showcase your relevant education and experience in your application materials.
DO NOT attach any documents that include photos, letters of recommendation, or private information (transcripts, social security number, year of birth, etc.
).
Click "Apply" to submit your detailed application profile along with the following: A cover letter (without personal pictures) describing how you meet the qualifications and why you are interested in this position.
A current resume (without personal pictures).
Three (3) or more professional references, to be listed in your profile under the references section, which includes at least one supervisor, peer, and (if you have supervised staff) someone you have supervised or led.
Veterans Preference: Applicants wishing to claim Veterans Preference must attach a copy of their DD-214 (Member 4 copy), NGB 22, or 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.
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, veteran’s status, military status, genetic information, sexual orientation, gender expression, or gender identity.
Representation: This position is covered by a bargaining unit for which the Washington Federation of State Employees (WFSE) is the exclusive representative.
Questions and Accommodations: If you have questions, need accommodation in the application or selection process, or need information in an alternative format, contact Shawnelle Goalder at shawnelle.
goalder@doh.
wa.
gov.
For general DOH recruitment questions, email the Talent Acquisition Team at employment@doh.
wa.
gov.
Deaf or hard of hearing contact Washington Relay Service at 7-1-1; individuals outside of Washington State contact Washington Relay Service at 1-800-833-6874.
Technical Support: Reach out to NEOGOV directly at 1-855-524-5627 for technical support and login issues.
Conditions of Employment: I am prepared, with or without accommodations, to do the following: Work in our Tumwater, WA office with occasional mobile work.
Our smoke-free, drug-free, and scent-neutral office may have interruptions and noise.
Work the following schedule: 8 am to 5 pm, Monday through Friday, with the option for flexible hours and telecommuting, subject to approval.
Occasional overtime or weekend work may be needed.
Travel periodically, alone or with a colleague, may be required for several days or out of state.
You might need to use a vehicle for state business.
Use standard office equipment and engage in phone conversations while working on a computer.
Interact diverse customers as a part of my job daily as well as engage with internal and external partners.
Collaborate with a supportive team, sharing responsibilities and learning new tasks to meet goals.
Occasionally handle objects weighing up to 30 pounds.
SUBSCRIBE to DOH Job Alert 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.
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