DSHS WSH Administrative Assistant 3

Description

DSHS BHHA WSH – Administrative Assistant 3

Join our team at Western State Hospital in Lakewood as an Administrative Assistant 3, where you will play a vital role providing confidential administrative and staff support services for Western State Hospital’s Civil Center of Excellence Safety Operations Department. This position supports the Security, Safety, Emergency Management, and Violence Reduction Teams, while reporting to the Civil Center of Excellence’s Director of Security.

In this position, you will independently perform a variety of complex administrative and clerical duties including coordinating meetings, maintaining records and tracking systems, preparing reports and correspondence, processing documents, and providing direct support to management staff.

Some of what you'll do:

• Provide administrative and staff support services to the Civil Centers Director of Security and the Safe Operations Department.
• Maintain and track assignments to and by the Director of Security and ensure all deadlines are met by established date.
• With delegated authority, act in the supervisor’s absence in areas of substance, including the hospital’s Incident Command Center and Communications Center during emergency and/or safety-related incidents
• Work collaboratively with staff in Security, Safety, and Violence Reduction and Emergency Management.
• Exercise proper inventory control, effective supply ordering, develop or oversee the development of filling systems, arranging records classification, retention, and disposition.
• Provide administrative support for personnel issues such as recruitment, selection, appointment, and promotions.
• Schedule meetings for the Director of Security and others in the department.
• Maintain data integrity and ensure confidentiality related to Safe Operations strategies.

Desired skills, knowledge, and abilities:

• Proficiency with Microsoft Office programs including Word, Excel, Outlook, databases, spreadsheets, and electronic correspondence.
• Ability to draft, proofread, and prepare professional documents, reports, meeting agendas, and correspondence with attention to detail and accuracy.
• Strong organizational and multitasking skills with the ability to prioritize assignments and maintain consistent performance in a fast-paced environment.
• Ability to coordinate meetings, take accurate notes, and prepare clear and comprehensive meeting minutes.
• Skilled in complex data entry, records management, filing, archiving, and maintaining confidential information.
• Effective verbal and written communication skills with the ability to build positive working relationships across all levels of the organization.
• Ability to operate standard office equipment and follow detailed instructions, policies, and procedures independently and professionally.

• A high school diploma or equivalent and three years of clerical, office, or administrative support experience.
  

• An Associate’s degree in business administration, public administration, or a closely related field and:
  
  • One year of experience as an Administrative Assistant 2; or
    
  • Two years of experience as an Administrative Assistant 1.
    

• Work schedule: 8:00 AM - 4:00 PM, Monday through Friday
• Opportunities performed on-site at this work location at least three days a week may be eligible for anadditional5% premium pay in addition to the advertised salary.
Pierce County employees are eligible to receive an Orca Card for transportation needs.

• An updated resume
  
Three professional references with contact information

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.

Relationship and Reporting Structure (Nepotism) Disclosure: If you are selected for hire, you must disclose whether you have a relative, household member, close friend, or romantic partner within your potential supervisory chain of command. DSHS has a Relationships and the Reporting Structure policy that prohibits nepotism and can be reviewed here (Download PDF reader). Applicants whose appointment would result in a prohibited reporting relationship are not eligible for appointment to that position.

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