Our vision is to ensure that “Washington state’s children and youth grow up safe and healthy, thriving physically, emotionally, and educationally, nurtured by family and community.”

We're looking for an Administrative Assistant 1 (AA1) to join our pre-licensing team and provide administrative support to Pre-Licensing Specialists, supervisors, and the Administrator. Our ideal candidate plans independently; exercises sound judgment and takes initiative to ensure work is completed efficiently while helping the team meet its goals. If you enjoy organizing projects, coordinating multiple priorities, supporting a collaborative team, and providing excellent customer service, we encourage you to apply!

Within DCYF, this position performs a wide variety of administrative support duties for the Child Care Pre-Licensing team, including Pre-Licensing Specialists, supervisors, and the Administrator. Responsibilities include independently planning, organizing, and prioritizing work to meet internal and external deadlines while providing administrative support that allows staff and leadership to focus on serving Washington families.

This position maintains filing systems, databases, multiple tracking logs, and computer programs; coordinates pre-licensing team operations; and initiates action to help ensure team goals are met. The Administrative Assistant exercises independent judgment to resolve administrative issues, supports statewide administrative projects, and develops or improves work methods and procedures to meet changing business needs.

This position also supports clients who primarily speak a language other than English and may have limited English proficiency. As a point of contact for the pre-licensing team, the Administrative Assistant provides bilingual oral and written interpretation and translation services to help ensure equitable access to DCYF programs and services.

• Manage the Pre-Licensing Welcome Box and toll-free voicemail, ensuring messages are reviewed throughout the day and responded to promptly.
• Receive, screen, prioritize, distribute, and respond to telephone calls, emails, and other communications using independent judgment to determine priority.
• Answer inquiries from the public, childcare applicants, and childcare providers regarding the licensing and orientation process; provide pre-licensing information and refer complex or technical questions to the appropriate Pre-Licensing Specialist, Supervisor, or Administrator.
• Provide bilingual interpretation and translation services, as needed, to assist clients with limited English proficiency and ensure equitable access to services.
• Coordinate communication between the pre-licensing team, State Office, community partners, applicants, and providers.
• Maintain appointment schedules and calendars, arrange meetings, attend team meetings as assigned, and prepare meeting minutes.
• Coordinate pre-licensing team activities and schedules; develop and recommend team procedures and systems to support efficient team operations.
• Assist in establishing team procedures and standards to ensure adherence to DCYF policies and procedures.
• Research and analyze routine administrative projects, prepare first draft reports, and review and summarize reports and other documents.
• Attend and participate in meetings, trainings, and conferences as requested.
• Copy, distribute, and disseminate materials in support of team operations.
• Maintain inventories of office supplies for the Pre-Licensing team and request supplies as needed.
• Assist with onboarding, orienting, and training new team members.
• Assist Spanish-speaking clients with interviewing, documenting, and obtaining statements related to licensing services.

• High school graduation (or GED) AND One (1) years of office experience requiring keyboarding or typing.

• Equivalent combination of education and experience totaling one (1) year of office/clerical, secretarial, bookkeeping, accounting, or general administrative work.

1. The ability to take action to learn and grow.
2. The ability to take action to meet the needs of others.

• 3+ years of office/clerical, secretarial, bookkeeping, accounting, or general administrative work.
• Demonstrated ability to accurately type at a net speed of 50 words per minute or faster.
• Demonstrated exemplary customer service skills, including working effectively with the public and agency staff, both in person and over the telephone.
• Demonstrated ability to use creative and innovative techniques for performing assignments.
• Demonstrated ability to take meeting notes/minutes that capture key messages.
• Demonstrated detail orientated and ability to work in a fast-paced environment.
• Demonstrated competency in formatting business correspondence.
• Demonstrated ability to demonstrate basic mathematical computations, accounting, and recordkeeping.
• Demonstrated superior organization skills and dedication to completing work and assigned projects in a timely manner.
• Demonstrated proficiency in computer applications and systems related to the work such as Microsoft Office suite.
• Demonstrated ability to analyze and resolve office administrative procedural problems.
• Demonstrated ability to perform basic research and prepare reports and recommendations.
• Demonstrated ability to organize own work, coordinating projects, setting priorities, meeting deadlines, and following up on assignments with a minimum of direction.
• Demonstrated ability to use initiative and independent judgment within established policy and procedural
  guidelines.
• Demonstrated ability to communicate effectively with co-workers, superiors, the general public, representatives of public and private organizations and others sufficient to exchange or convey information.
• Demonstrated ability to maintain confidentiality inside and outside the workplace.

• Cover Letter
• Resume (current/updated)

This recruitment may be used to fill multiple vacancies.

Degrees must be obtained from an accredited college or university whose accreditation is recognized by the U.S. Department of Education and the Council for Higher Education Accreditation (CHEA), or a foreign equivalent verified by a NACES-approved organization at naces.org. Foreign Equivalency certification must be attached to the application for degrees obtained outside the U.S.

DCYF participates in the federal E-Verify program. The selected candidate must provide proof of identity and authorization to work in the United States, consistent with E-Verify requirements, on their first day of employment.