Description

DSHS ALTSA Administrative Assistant 5
If you are excited about a career that helps the welfare of the State of Washington's most vulnerable populations and have a genuine interest in human services, this is a great opportunity for you! Join our team today!
The Aging and Long-Term Support Administration, Residential Care Services (RCS), is looking for an Administrative Assistant 5 to join their office in Lacey, WA. This position serves as the principle assistant for administrative matters in a confidential capacity to the Director and Deputy Director of Residential Care Services, Aging and Long-Term Support Administration. Accomplishes varied and complex projects; makes decisions and acts for the Director and Deputy Director in administrative matters. Has delegated authority to respond to internal issues and requests involving the operation and assignments of the Division. Establishes and maintains schedules and priorities, meeting internal and external deadlines.
Some of what you'll do:

• Provides confidential administrative assistance to the Residential Care Services (RCS) Director, Deputy Director and division staff which includes the Office Chiefs at Headquarters and the Regional Administrators in the field offices.
• Develops and processes reports, coordinates information to enable unit staff to meet internal and external deadlines; and maintains communications with State and Federal entities. Performs high level administrative duties of substantive nature that are appropriate to the Division Director, Deputy Director and Assistant Secretary.
• Composes, edits, and prepares correspondence for RCS Senior Leadership, exercises signature authority on administrative matters.
• Coordinates personnel issues such as recruitment and selection of staff. Handles confidential personnel and labor union issues for the Director, Deputy
• Manages constituent relations for the Residential Care Services Division. Responds to, investigates, and resolves written and oral constituent complaints and inquiries regarding the programs administered by the Division. Primary liaison with client advocate offices, legislative offices, and the Office of the Governor regarding constituent inquires and complaints.
• Delegated full authority for assigning and managing assignments from the Assistant Secretary's Office, legislators, providers, RCS Director, RCS Deputy Director, and clients. Assigns work to appropriate RCS staff. Monitors deadlines, edits and finalizes drafts, including legislative inquires, media requests, and replies for signature of the Governor, DSHS Secretary, Assistant Secretary for Aging and Long-Term Support Administration, Division Director
• Manages the complex schedule and calendar of the Director and Deputy Director and coordinates it with other RCS Management and ALTSA Divisions. Delegated to complete in-state and out-of-state travel arrangements for the Director and Deputy Director.
• Organize, administer, provide, and/or coordinate office functions such as records management, equipment purchases, report preparation; proof correspondence for grammar, punctuation, and finalize for signatures: screen call and/or visitors; respond timely to a high volume of inquiries; participate in various workgroups.
• Reviews, evaluates, and researches changes in policy and/or operating procedures and prepares policy directives and improved methods where indicated.
• Serves as expert in coordinating, assigning, and tracking pending litigation and litigation activities for the Director.
• Represents Division Director or Deputy Director at meetings, providing information and reporting conclusions. Receives and confers with official visitors and the public.
• Acts a liaison for the Residential Care Services Division to units with the department, other state agencies, federal government, and organizations.
• Advises the Director of trends and problem areas and develops strategies for improving customer service.
• Maintains Division tracking system for the purchase of supplies and equipment.
• Provides backup support for other secretary administrative staff. Participates in a system of coverage for telephones, mail, and other items for the smooth functioning of the office.

• Computer skills to create, use and maintain complex systems and programs related to position. Maintain effective cordial liaisons/communication with other state and federal agencies.
• Maintain confidentiality of personnel and other sensitive information.
• Effectively communicate using verbal and/or written communication, including where it is evident that English is a second language.
• Create and maintain desk manual for the position.
• Multi-task and prioritize workload.
• Apply office organization, methods and management principles to methods of performing various kinds of clerical work and of measuring work production, office materials, supplies, and inventory control and records management.
• Meet time requirements for submission of data.
• Operate standard office equipment such as a printer, copier, scanner, fax machine and multi-line phone system.
• Develop and/or complete written reports, prepare memoranda, letters, and other types of correspondence.
• Working knowledge of business English, composition, spelling, grammar and punctuation.

Supplemental Information

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 & Health Services is an equal opportunity employer and does not discriminate in any area of employment, its program 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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