What are the responsibilities and job description for the Administrative Assistant 4 (AA 4) DOH8630 position at Washington State Department of Health?
Description
Are you an experienced administrative professional who is highly organized and detail oriented? Do you enjoy working with a variety of partners and taking on new challenges? Then this may be the position for you! This is a hybrid full-time, permanent Administrative Assistant 4 (AA 4) position located at the Tumwater, WA DOH office.
Join a high-functioning team dedicated to improving patient safety! As an Administrative Assistant 4, you will support the work of more than 100 full-time Office of Investigative and Legal Services (OILS) employees and the OILS Management Team. This position serves as the primary assistant to the Office Director, Deputy Director, Chief Investigator, and Operations Manager, and is the supervisor to three administrative assistant 1s. This position provides 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 office director, deputy director, chief investigator, and operations manager — apply today to help us protect and improve the health of people in Washington!
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 mission by implementing the discipline procedures for health and health-related professionals and businesses as required under the Washington Uniform Disciplinary Act, RCW 18.130 (UDA). The Office is responsible for licensing and regulating over 400,000 healthcare professionals and 7,000 facilities. Together, we help Washington families thrive.
Key Responsibilities Include
Location and Flexibility
Enjoy the flexibility of our hybrid work environment, where you can balance working from home and collaborating in the office. It is anticipated that you’ll be expected at the DOH facility located in Tumwater, WA for work activities 2-3 days each week .
The position may require travel within Washington State or out of state for meetings as necessary to perform the functions of the position.
Required Qualifications
You must meet the option 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 progressively responsible experience planning, organizing, coordinating and completing administrative duties in an executive level business office at the Administrative Assistant 3 job classification or above or equivalent.
Three (3) or more years of experience using the following software applications:
Two (2) or more years of experience leading or supervising professional or clerical staff.
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.
Benefits And Lifestyle
We prioritize your work-life balance and offer one of the most competitive benefits packages nationwide, tailored to support your lifestyle. Discover more about "Why DOH" by visiting Work@Health .
We are the Washington State Department of Health (DOH)
At DOH, we safeguard public health in an ever-evolving world. Through collaboration with local health jurisdictions and state, federal, and private partners, our programs and services impact every Washingtonian and visitor daily. We're driven by Equity, Innovation, and Engagement, as outlined in our Transformational Plan for the future of Washington health.
Conditions Of Employment
This position is covered by a bargaining unit for which the Washington Federation of State Employees (WFSE) is the exclusive representative.
I am prepared, with or without accommodation, to do the following:
To apply, click "Apply" and complete the application. Attach your resume, and cover letter. In your Applicant Profile, include at least three professional references (including a supervisor, a peer, and someone you’ve supervised or led, if applicable). Please do not include private information such as social security number or year of birth.
Make sure to document your years of experience, skills, and abilities as listed in the qualifications section of this job posting.
Attach Only The Following
Do not include or attach the following – these documents will not be reviewed:
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 accommodation in the application or selection process, or need information in an alternative format, contact Kristina Cox at 360-485-5249 or kristina.cox@doh.wa.gov . For general DOH recruitment questions, email the Talent Acquisition Team at employment@doh.wa.gov . Deaf or hard of hearing contact Washington Relay Service at 7-1-1; individuals outside of Washington State contact Washington Relay Service at 1-800-833-6874.
Technical Support: Reach out to NEOGOV directly at 1-855-524-5627 for technical support and login issues.
SUBSCRIBE to DOH Job Alerts
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.
Are you an experienced administrative professional who is highly organized and detail oriented? Do you enjoy working with a variety of partners and taking on new challenges? Then this may be the position for you! This is a hybrid full-time, permanent Administrative Assistant 4 (AA 4) position located at the Tumwater, WA DOH office.
Join a high-functioning team dedicated to improving patient safety! As an Administrative Assistant 4, you will support the work of more than 100 full-time Office of Investigative and Legal Services (OILS) employees and the OILS Management Team. This position serves as the primary assistant to the Office Director, Deputy Director, Chief Investigator, and Operations Manager, and is the supervisor to three administrative assistant 1s. This position provides 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 office director, deputy director, chief investigator, and operations manager — apply today to help us protect and improve the health of people in Washington!
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 mission by implementing the discipline procedures for health and health-related professionals and businesses as required under the Washington Uniform Disciplinary Act, RCW 18.130 (UDA). The Office is responsible for licensing and regulating over 400,000 healthcare professionals and 7,000 facilities. Together, we help Washington families thrive.
Key Responsibilities Include
- Scheduling meetings, reserving rooms, drafting, and disseminating meeting agenda and meeting minutes, assisting with travel arrangements and reimbursements, and other duties as requested.
- Providing administrative support to director-chaired committees, including meeting logistics and set-up, drafting, and disseminating meeting agenda and meeting minutes, presentation materials, follow-up, action items, and overall meeting coordination.
- Office coordinator for Service Central requests, motor pool, TEMS, and all PC tracking and replacements, workstation changes, and other IT-related requests and services.
- Participating in administrative assistant-led meetings, including preparing background information and briefing documents and coordinating talking points.
- Quality assurance oversight for administrative documents requiring signature.
- Office-wide record keeper for OILS team.
- Compiling reports and completing special project assignments on behalf of the office director.
- Performing assigned administrative responsibilities identified in HSQA Business Practices/Procedures.
- Reviewing, evaluating, monitoring, and coordinating office protocols, standards, priorities and deadlines for adherence and tracking purposes and recommending changes to foster efficiencies and standardization across the Office.
- Working with management team to identify and implement efficiencies throughout the office.
- Impactful Work: Communicates, resolves problems, and coordinates information, decisions, strategies and actions with the public, staff members and management.
- Collaborative Environment: Works within a team environment, promoting cooperation and helping HSQA colleagues to achieve office and division goals, deliverables, and meet customer expectations.
- Growth Opportunities: Serves as a lead or active member on workgroups and represents the office or division in carrying out special events and ad hoc committees.
- Work-Life Balance: Enjoy a flexible, hybrid work environment with support for a healthy work-life balance.
Location and Flexibility
Enjoy the flexibility of our hybrid work environment, where you can balance working from home and collaborating in the office. It is anticipated that you’ll be expected at the DOH facility located in Tumwater, WA for work activities 2-3 days each week .
The position may require travel within Washington State or out of state for meetings as necessary to perform the functions of the position.
Required Qualifications
You must meet the option 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 progressively responsible experience planning, organizing, coordinating and completing administrative duties in an executive level business office at the Administrative Assistant 3 job classification or above or equivalent.
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.
- 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; supervisory techniques.
Two (2) or more years of experience leading or supervising professional or clerical staff.
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.
Benefits And Lifestyle
We prioritize your work-life balance and offer one of the most competitive benefits packages nationwide, tailored to support your lifestyle. Discover more about "Why DOH" by visiting Work@Health .
We are the Washington State Department of Health (DOH)
At DOH, we safeguard public health in an ever-evolving world. Through collaboration with local health jurisdictions and state, federal, and private partners, our programs and services impact every Washingtonian and visitor daily. We're driven by Equity, Innovation, and Engagement, as outlined in our Transformational Plan for the future of Washington health.
Conditions Of Employment
This position is covered by a bargaining unit for which the Washington Federation of State Employees (WFSE) is the exclusive representative.
I am prepared, with or without accommodation, to do the following:
- Commit to a full-time 40-hour, 8am – 5pm workweek schedule.
- Communicate through applications such as MS Teams and MS Outlook, and by phone while working remotely.
- Adjust my work schedule occasionally to align with business needs, which may entail working evenings and weekends.
- Perform my job duties either remotely from home or in person at the Tumwater DOH site location.
- Occasional travel may be necessary, sometimes requiring overnight stays or trips out of state.
- Legally drive a vehicle or arrange alternative transportation for state business.
- Engage in emergency response exercises and high-priority assignments as assigned during emergency events.
To apply, click "Apply" and complete the application. Attach your resume, and cover letter. In your Applicant Profile, include at least three professional references (including a supervisor, a peer, and someone you’ve supervised or led, if applicable). Please do not include private information such as social security number or year of birth.
Make sure to document your years of experience, skills, and abilities as listed in the qualifications section of this job posting.
Attach Only The Following
- Resume
- Cover letter
- 3 or more professional references, if not included in your applicant profile
- DD-214 (if applicable)
Do not include or attach the following – these documents will not be reviewed:
- REMOVE personal photos – do not submit any documents containing personal photos.
- Transcripts (unless specifically requested in the Application Directions)
- Certifications or diplomas
- Projects or portfolios
- Letters of recommendation
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 accommodation in the application or selection process, or need information in an alternative format, contact Kristina Cox at 360-485-5249 or kristina.cox@doh.wa.gov . For general DOH recruitment questions, email the Talent Acquisition Team at employment@doh.wa.gov . Deaf or hard of hearing contact Washington Relay Service at 7-1-1; individuals outside of Washington State contact Washington Relay Service at 1-800-833-6874.
Technical Support: Reach out to NEOGOV directly at 1-855-524-5627 for technical support and login issues.
SUBSCRIBE to DOH Job Alerts
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.
