Lead Administrative Assistant (AA 4) DOH8884
Mt Adams Resource Stewards
Description
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This is a full-time onsite position located at our DOH facility in Tumwater.
The Opportunity
The Lead Administrative Assistant (AA 4) serves as the primary assistant to the Office Director and Executive Leadership Team, providing higher-level administrative duties that may be sensitive and confidential in nature. As the AA 4, you will also supervise and direct the workload of up to two (2) Administrative Assistants. This position supports the work of more than 80 full-time employees in the Office of Health Systems Oversight (OHSO) and requires a working knowledge of division and office missions, goals, objectives, policies, procedures, and protocols.
Key Responsibilities Include:
- Communicate and coordinate with the public, staff members, and management staff, representing the supervisor's and office's goals and interests.
- Track and maintain communication with the Office Director and Executive Leadership Team throughout the day to relay urgent or sensitive messages.
- Prioritize all work-related activities and adjust as necessary to address urgent matters as assigned.
- Proofread and edit various documents to ensure quality assurance and compliance with standards and plain language guidelines.
- Track, route documents for signature, monitor deadlines, and verify assignments are completed as assigned or provide follow-up as needed.
- Use delegated authority to prepare and/or review and approve responses prepared for the signature of the Office Director or Executive Leadership Team members.
- Coordinate the Office Director’s and Executive Leadership Team members’ calendars and schedules for multiple complex appointments.
- Attend various meetings, including work groups, to take minutes, create and disseminate agendas and follow up on pertinent assignments, and create or update flowcharts.
- Coordinate travel arrangements, including lodging, airline, car rentals, and training/conference registration according to agency and travel policies.
- Provide administrative support to the Deputy Director, who serves as the office’s personnel representative, and coordinate activities as requested.
- Provide information, updates, and assistance to staff regarding travel, payroll, and administrative processes.
- Manage recruitment activities, facilitating interviews, coordinating references, managing recruitment materials, and other delegated tasks.
- Manage and maintain the office organizational chart with changes as requested, including onboarding, offboarding, and personnel changes.
- Provide customer service support by answering and routing calls to appropriate staff. Assist with administrative questions, troubleshooting, and supply requests.
Why You’ll Love This Role
You’ll serve as the lead administrative assistant, delegate tasks and provide direction and support, ensuring quality and completion within timelines. The AA 4 identifies best practices, develops step-by-step processes and desk manual references and facilitates training activities for staff. Additionally, the AA 4 plans special events and office all-staff meetings.
Required Qualifications
There are multiple pathways to qualify for this position. You must meet one of the options 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.
Option 1:
- One (1) year of experience as an Administrative Assistant 3.
Option 2:
- Associate’s degree or higher in business administration or related field; and
- Four (4) or more years of office clerical, secretarial, bookkeeping, accounting, or general administrative work experience in an office setting.
Option 3:
- Six (6) or more years of office clerical, secretarial, bookkeeping, accounting, or general administrative work experience in an office setting.
Additional Required Knowledge, Skills, Abilities, and Experience
- Two (2) years of experience using Microsoft Office 365 products and Adobe Pro software to create, combine, format, and edit documents for report writing and other internal and external correspondence.
Preferred Qualifications
While these aren’t required, having them can help you stand out as a candidate.
- Bachelor’s degree or higher in public health, health care administration, public or business administration, or a closely related field.
- Experience leading or supervising the work of others.
- Experience in project management, training, and workflow design.
- Experience using database software to track, record, and maintain data and information related to work activities.
- One (1) or more years of experience working with sensitive or confidential information.
Employee Benefits
We offer a solid benefits package that supports you and your family’s health, financial security, and work-life balance. You’ll have access to comprehensive medical, dental, and vision coverage, life and long-term disability insurance, flexible spending and health savings accounts, and retirement plans that help you plan for tomorrow while you’re living today. Paid holidays, vacation and sick leave help you recharge, and additional programs like dependent care assistance and professional development opportunities add value beyond basic coverage. Join us and enjoy benefits designed to care for you as much as you care about public health. Learn more about DOH benefits and see how we support your life at work and beyond by visiting Work@Health.
Office of Health Systems Oversight (OHSO) is to support the department’s mission by contributing to safe care for Washingtonians by providing oversight of state-licensed and federally regulated clinical and behavioral health entities, and by ensuring they meet applicable standards. We achieve this through timely, comprehensive, consistent, and fair inspections, investigations, providing reports that identify areas of non-compliance with existing regulations and, when required, initiate enforcement action to protect the public. Apply today and contribute to this strong foundation of Washington’s public health system!
About the Washington State Department of Health
We're nearly 2,000 professionals across Washington working together to protect and improve community health. Guided by our values of Equity, Innovation, and Engagement, we address health disparities, respond to emerging challenges, and strengthen systems that support resilience. At DOH, we help reduce barriers, collaborate with diverse communities, and champion equitable health outcomes. We’re passionate people who are driven to make a difference in public health. Explore more about the Department of Health, our programs, and our impact by visiting our website.
Working Conditions:
The following describes the working conditions of this position, with or without reasonable accommodation.
Work Setting:
- This position's work must be completed at the DOH Tumwater office. Exposure to hazards may include, but is not limited to, those found in a DOH office environment The position may require transporting, moving, and carrying objects weighing up to 30 lbs., including but not limited to: equipment and operational supplies.
Schedule:
- This position has a work schedule of 40 hours per week. Although DOH business hours are Monday to Friday 8:00 a.m. to 5:00 p.m., the incumbent may be expected to adjust the work schedule to meet business needs. The position would not normally require working in excess of 40 hours per week, but if it became necessary for business needs, your supervisor would notify you in advance. This position would not normally work an alternate schedule, but requests may be considered and are subject to supervisory approval on an ad-hoc basis.
Travel Requirements:
- Infrequent travel to attend training and meetings. When driving for state business, the employee must be able to legally operate a state or privately-owned vehicle; OR provide alternate transportation while on state business.
Tools & Equipment:
- This position uses standard office furniture and equipment, such as a desk, office chair, cell phone, computer, monitor(s), keyboard, and mouse; the position may also require the use of a printer, phone, fax machine, and/or copy machine.
Customer Interactions:
The position frequently engages with the public, other offices, divisions, and intra-agency/inter-agency staff, state and local government, outside organizations, and other representatives. This position is within a large, operations-oriented office and provides backup support for the other administrative assistants in the office and division.
Other:
- This position is not covered by a bargaining unit.
- The DOH campus is a smoke-free, drug-free, alcohol-free, scent-neutral environment.
- This position may be required to conduct and/or participate in public health emergency preparedness and response activities.
APPLICATION DIRECTIONS:
We’re committed to a fair and equitable hiring process. Only materials submitted through the official application will be considered. Emailed resumes or documents won’t be accepted or shared with the hiring manager.
Click “Apply” to complete your application. Attach your resume, cover letter, and DD-214 (if applicable). List at least three professional references, directly in your Applicant Profile or as a separate attachment, including a supervisor, a peer, and someone you’ve supervised or led (if applicable).
DO NOT INCLUDE private details like your SSN or birth year, personal photos, transcripts, certifications, diplomas, projects, portfolios, or letters of recommendation.
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
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.
Questions and Accommodations: If you have questions, need assistance with the application process, require an accommodation, or would like to request this posting in an alternative format, please contact Kristina Cox at employment@doh.wa.gov and reference DOH8884.
Technical Support: Reach out to NEOGOV directly at 1-855-524-5627 for technical support and login issues.
Supplemental Information
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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.