Administrative Assistant to the Deputy Assistant Secretary and Policy

Administrative Assistant to the Deputy Assistant Secretary and Policy Director DOH8316

This full-time, permanent Administrative Assistant 4 position is located within the Office of the Assistant Secretary,

Health Systems Quality Assurance Division.

What You Will Do:

This Administrative Assistant 4 (AA 4) position supports two busy managers in the Office of the Assistant Secretary by providing higher-level administrative duties of a substantive nature, representing the goals and interests of the Office of the Assistant Secretary, Health Systems Quality Assurance Division. You will serve as the primary support to the Deputy Assistant Secretary (DAS), HSQA Policy Director, and the DAS team. This position requires working knowledge of Health Systems Quality Assurance, department missions, goals and objectives, policies and procedures. Work is assigned and delegated by the Deputy Assistant Secretary and HSQA Policy Director. This position also provides back-up and general assistance to the division's Executive Assistant (Administrative Assistant 5).

Expectations and Responsibilities:

Manages deputy assistant secretary and policy director calendars, coordinating and scheduling meetings, including preparing agendas and background information to ensure meetings are efficient and organized.

Crafts correspondence, generates reports, and monitors operational activities.

Monitors deputy assistant secretary and policy director email inbox, responding to meeting requests and routine questions, making assignments to others (as appropriate), setting reminders and flagging high priority work.

Schedule multiple complex appointments with high-level staff, legislators, and other government executives and stakeholders.

Prepares meeting materials, develop and edits presentations, compiles, distributes, and monitors progress.

Provides quality assurance oversight for administrative documents requiring signature. Maintains executive signature records.

Coordinates space management and assists in preparation of long-range plans for space utilization and renovation.

Coordinates travel arrangements including air, hotel, and car rental. Initiates and monitors TEMS (travel system) requests and provides consultation and support.

Monitor multiple dedicated email boxes (investigator badge request, HSQA signature requests, contracts)

Manage and monitor small projects and act as the office's purchasing card custodian.

You're Our Ideal Candidate If:

You embrace cultural humility by honoring diverse perspectives and cultures.

You are committed to equity and inclusion, removing barriers, championing social justice, and fostering a sense of belonging.

You use an outward mindset to make impactful contributions, blending your personal expertise with collaborative achievements.

You enjoy and excel at problem-solving and crafting effective solutions while communicating clearly across different mediums.

You are dedicated to customer service and navigate diverse interactions to build strong organizational relationships.

Your technical competence shines, making you an invaluable asset to our team

Location and Flexibility

HYBRID: 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 up to 3 days weekly.

Required Qualifications (you must meet ONE of the provided options and any additional criteria listed.):

Experience defined below 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.

Option 1: Four (4) or more years of experience involving increasing responsibility for planning, organizing, coordinating and completing administrative duties at the Administrative Assistant 3 job classification or above, or equivalent (i.e. office coordinator, secretary, administrative support specialist) AND

Experience planning, organizing, and leading teams, including assigning, reviewing, and coordinating work projection and developing procedures for most effective use of staff, space, and equipment.

Intermediate skills using Microsoft Office software including Word, Excel, Power Point, Outlook, and MS Teams:

Microsoft Word: Creating and formatting complex documents, using styles, headers, and footers effectively. Able to create tables, insert graphics, and manage document sections.

Microsoft Excel: Using more complex formulas and functions (IF, VLOOKUP, COUNTIF), working with multiple worksheets and workbooks, using data analysis tools like sorting, filtering and pivot tables.

Microsoft Outlook: Organizing emails into folders, creating rules for managing incoming emails, using categories and flags effectively. Proficient in scheduling meetings, using calendar sharing features.

Microsoft PowerPoint: Creating custom slide layouts, master slides, and themes. Can use animations and transitions effectively to enhance presentations. Able to embed multimedia elements (audio, video) and hyperlinks into slides.

Microsoft Teams: Scheduling and managing Teams meetings, including setting agendas, inviting participants, and managing meeting options. Able to create and manage Teams channels, including posting messages, sharing files, and collaborating with team members. Familiar with using additional features like polls and whiteboard.

Preferred Qualifications:

Associate's or higher degree.

Five (5) or more years (full-time equivalency) of secretarial or administrative experience in a professional office setting performing the following duties: analyzing information; planning, coordinating, and organizing projects and assignments; and communicating with internal staff and external customers to achieve goals, deliverables, and internal customer expectations.

One (1) or more years of experience using Adobe Acrobat Professional, SharePoint, and Visio computer software.

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 .

Who We Are:

The division of Health Systems Quality Assurance (HSQA) is responsible for the oversight of Washington State's health care delivery system which includes licensing and regulating over 520,000 health care professionals and 12,000 facilities. Our division works to assure access to safe, quality health care through regulation. Your work contributes to this strong foundation of Washington's public health system. Learn more about what we do from our external site.

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.

With or without accommodations, the successful incumbent is prepared to do the following:

Commit to a full-time 40-hour workweek schedule (flexible work schedule requests must be approved supervisor).

Communicate through applications such as MS Teams and MS Outlook, and by phone while working remotely.

Adjust their work schedule occasionally to align with business needs, which may entail working evenings and weekends.

Perform their job duties either remotely from home or in-person at the designated DOH site location.

Occasionally travel, sometimes requiring overnight stays or trips out of state. And 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.

APPLICATION DIRECTIONS:

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.

Do attach the following:

Resume

Cover letter

DD-214 (if applicable)

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

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

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 about this position, please contact Kristina Cox at or . For general DOH recruitment questions, email the Talent Acquisition Team at . For persons with disabilities, this document is available in other formats, please call (TDD/TTY 711) or email .

Technical Support: Reach out to NEOGOV directly at for technical support and login issues.

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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.