DSHS ESH Administrative Assistant 3

Eastern State Hospital is seeking an Administrative Assistant 3 to join their team in Medical Lake, WA. In this role you will provide confidential administrative and secretarial support to the Chief Financial/Administrative Officer (CFO/CAO) at ESH including support for the Accounting, Revenue Cycle, Budget & Finance, and Central Supply departments. Performs complex administrative assignments which require extensive knowledge of regulations, rules, policies, procedures, processes, materials, and equipment with little supervision.

We seek dedicated professionals with experience providing administrative support to administrative staff in a hospital setting or closely related field. If you are a self-starter who works well in a fast-paced environment, able to handle multiple projects with excellent time management and organizational skills, come join our team!

Opportunities performed on-site at this work location at least three days a week may be eligible for an additional 5% premium pay in addition to the advertised salary.


Some of what you'll do:

• Establishes procedures and interprets and applies administrative policies to the work of the unit.
• Evaluates costs and/or approves purchases for expenditures such as equipment, supplies, and furniture; develops cost estimates for equipment needs, space renovations, and projects.
• Participates in budget preparation; develops budget estimates; monitors budget status and expenditures.
• Assists in devising unit standards/procedures to ensure adherence to policies regarding tasks such as budgeting, purchasing, and contract administration.
• Coordinates, organizes, and/or directs the operation of a program or major program activity.
• Represents management and serves as the primary contact in assigned program areas.
• Reorganizes and/or assigns office space; modifies workflow process to achieve efficient use of space, equipment, and personnel.
• Assist with and prepares reports, budget, contract, or grant proposals.
• Coordinates personnel actions.
• Develops employee training programs/courses, visual aids, or other materials, schedules and conducts presentations and/or training.
• Issues news releases; represents supervisor at meetings.
• Conducts and/or responds to surveys and studies; composes narrative portions of documents such as brochures and policy statements.
• Coordinates with other departmental staff members on administrative practices and procedures.
• Serves as a liaison between supervisor and other staff; members, relaying assignments and requesting status information.
• Provides secretarial support to supervisor; coordinates office operations; keeps supervisor’s calendar; makes travel arrangements; screens, prioritizes, and distributes mail; transcribes minutes, screens calls and visitors.

What we are looking for:

• Ability to work as a team member and to resolve personal conflicts in a calm, non-threatening manner.
• Knowledge of office procedures and practices; business management practice, research methods and data collections; communication and correspondence practices.
• Ability to work independently, read, understand, and interpret policies and procedures, develop written reports.
• Ability to effectively communicate both verbal and written. Must be able to communicate effectively with management, peers, patients, and the public as required to carry out the assigned duties of the position.
• Proficiency with Microsoft Word, Excel, and Outlook. Ability to prioritize workload, multitask, and meet multiple deadlines/timeframes.
• Demonstrate proficient operation of the following equipment: Computer, copy machine, metal detector, and patient lifting equipment.

Who should apply?
Professionals with a high school diploma or GED

AND

Three (3) years of progressively responsible experience in office/clerical, secretarial, bookkeeping, accounting, or other general administrative work;

OR

Formal education may substitute year-for-year for required experience.

Along with your application please include:

• Cover Letter
• Chronological Resume

The Department of Social and Health Services’ (DSHS) 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.

Questions? Please contact peter.bonato@dshs.wa.gov OR call (360) 725-5810 and reference job number 02222.

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 (360) 725-5810. 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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