Senior Administrative Assistant (AA 4) DOH8939
Administration
Tumwater, WA, USA
Description
-
This position offers a hybrid work arrangement, combining up to 2 days per week of remote work with scheduled onsite work at our DOH facility in Tumwater, WA.
The Opportunity
As the Senior Administrative Assistant, you will support the work of more than 100 full-time Office of Investigative and Legal Services (OILS) employees and the OILS Leadership Team. This Administrative Assistant 4 position serves as the primary assistant to the Office Director, Deputy Director, Executive Director of Legal Services, Chief Investigator, and Operations Manager. They provide 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 OILS Leadership Team.
Key Responsibilities Include:
Meeting & Committee Coordination
- Director-chaired meetings: Providing executive-level support, including logistics, building meeting agendas, taking and disseminating minutes, preparing presentation materials, and tracking action items.
- Routine scheduling: Scheduling meetings, reserving rooms, drafting and disseminating agendas/minutes, and assisting with travel arrangements and reimbursements.
- Internal prep: Participating in admin-led meetings by preparing background info, briefing documents, and coordinating talking points.
Office Operations & IT Support
- Coordination: Serving as the point of contact for Service Central requests, motor pool, and travel management system (TEMS).
- Asset management: Handling all PC tracking, replacements, workstation changes, and other IT-related services.
Record Keeping & Compliance
- Documentation: Acting as the office-wide record keeper for the OILS team.
- Quality control: Providing quality assurance oversight for administrative documents that require signatures.
Reporting & Projects
- Director tasks: Compiling reports and completing special project assignments on behalf of the office director.
- Serving as a lead or active member on workgroups and representing the office or division in carrying out special events and ad hoc committees.
Process Improvement & Standards
- Protocol enforcement: Performing assigned responsibilities identified in HSQA Business Policies, Procedures, and Office Protocols.
- Monitoring: Evaluating office protocols, standards, priorities, and tracking deadlines to ensure tracking compliance.
- Efficiency: Working with the management team to identify, recommend, and implement changes that promote standardization and foster efficiencies across the office.
Why You’ll Love This Role
You will support the work of an office committed to protecting the health and safety of Washingtonians. You will work with a variety of partners and take on new challenges. The AA 4solves problems and coordinates information, decisions, strategies, and actions with the public, staff members and leaders throughout the organization.
You’ll enjoy being part of a high-functioning team dedicated to improving patient safety, promoting cooperation and helping HSQA colleagues to achieve office and division goals and deliverables while meeting customer expectations — apply today to help us protect and improve the health of people in Washington!
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.
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, past, 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.
Additional Required Knowledge, Skills, Abilities, and Experience
- 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.
- Demonstrated ability to work and excel in a fast-paced, high-volume environment while demonstrating organization, professionalism, and attention to detail.
Competencies
Interpersonal Skills: Adapts to and works effectively with a variety of situations and people. Consistently models trustworthiness, sensitivity to others and respect. Provides timely and honest feedback in a constructive and non- threatening way. Demonstrates diplomacy, tact, and discretion when dealing with others. Consistently demonstrates a positive attitude toward the organization, customers, and work in general.
Attention to Detail: Produces thorough, accurate documents; identifies and corrects errors, consistently reviews work to ensure quality.
Self-management: Continue seeking and assuming additional responsibilities as appropriate. Treating others with respect and dignity. Strive to work effectively in a diverse work environment. Focus on the situation, issue, or behavior rather than on the person.
Preferred Qualifications
While these aren’t required, having them can help you stand out as a candidate.
- 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.
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.
At the Division of Health Systems Quality Assurance (HSQA), we oversee Washington State’s healthcare delivery system, ensuring the highest standards of care. The Department of Health’s HSQA Office of Investigative and Legal Services (OILS) supports the agency and division goals of protecting 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 400,000 healthcare professionals and 7,000 facilities.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:
- The position requires regular in-person attendance to perform duties onsite at the Tumwater DOH campus. When not working onsite, this position may work from home, a DOH office, or an approved alternate location. Exposure to hazards is limited to those commonly found indoors in home or office environments. The position requires repetitive use of a computer, inputting data and navigating a database, creating and modifying electronic documents, and using email and the internet.
Schedule:
- Standard DOH business hours are Monday to Friday 8:00 a.m. to 5:00 p.m.; however, an alternate or flexible work schedule may be considered at the employee's request, subject to supervisory approval. 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.
Travel Requirements:
- Travel is not required to perform the duties of this position; however, occasional travel may be expected to attend meetings, training, or conferences.
Tools & Equipment:
- This position uses standard office furniture and equipment, such as a desk, office chair, cell phone, computer, monitor(s), keyboard, and mouse; and when in the office, the position may also require the use of a printer, phone, and/or copy machine.
Customer Interactions:
- The position frequently requires engaging with customers in a variety of settings including agency staff and leaders, external partners, and members of the public.
- The position requires regular interaction on the telephone and in writing with customers, some of whom may be upset, frustrated, or irate.
Other:
- This position is covered by a bargaining unit for which the Washington Federation of State Employees (WFSE) is the exclusive representative.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 DOH8939.
Technical Support: Reach out to NEOGOV directly at 1-855-524-5627 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.
