Administrative Assistant (AA 3) DOH8984

Summary

The Washington State Department of Health’s Division of Prevention and Community Health works with communities and partners to improve health, address health inequities, and support healthier individuals and families. The Administrative Assistant 3 provides administrative support to PCH leadership and staff by coordinating schedules, meetings, correspondence, records, requests, and follow-up activities.

Responsibilities

• Provide administrative support to the Director of Policy and Legislative Relations, Policy Manager, Tribal Liaison, and associated staff, including scheduling, correspondence, document preparation, and meeting coordination
• Coordinate calendars, meetings, materials, and follow-up activities to support effective communication and workflow
• Maintain organized records, files, tracking systems, and administrative processes to support timely and accurate work
• Coordinate information and requests across the Office of the Assistant Secretary, PCH programs, and internal and external partners
• Respond to inquiries, route requests, and provide information to staff and partners in a timely and professional manner
• Support meetings and events by preparing materials, coordinating logistics, documenting information, and tracking follow-up items

Skills

• This home-based (remote) position is open to Washington residents and those living in Oregon and Idaho only
• **Option 1:** Three years of clerical, office and/or administrative experience supporting multiple departments
• **Option 2:** An associate's degree (or higher) in business administration, public administration, or a closely related field may substitute for experience AND one year of clerical, office and/or administrative experience in supporting multiple departments
• Experience composing, preparing, proofreading, formatting, and editing professional correspondence, reports, meeting materials, and other business documents
• Experience arranging business travel, including transportation, lodging, and travel-related documentation
• Experience coordinating meetings and events, including scheduling, preparing agendas and meeting materials, recording minutes, coordinating logistics, communicating with participants, and tracking follow-up actions
• Experience providing project support, including coordinating tasks and assignments, tracking deadlines, communicating progress, and coordinating work with project team members
• Practical skills in Adobe and Microsoft 365 applications, including Outlook, Word, Excel, Teams, and SharePoint, to perform administrative functions
• Travel occasionally, asneeded,eitheraloneor withanotherperson, overnight,forseveraldaysand/oroutofstate.Willingand able to legally operate a state- or privately-owned vehicle OR provide alternative transportation while on state business
• Knowledge of indigenous systems, tribal customs, politics and protocols
• Advanced-level experience using MS Word to create, format, and edit tables, columns, and charts; import data and sort table data; insert and format sections, and create headers and footers
• Intermediate-level experience using MS Excel to create and manipulate large or complex spreadsheets, use complex mathematical formulas to calculate data, and link worksheets; import data from other sources, filter lists, and create and format charts and graphs
• Using MS Outlook to compose, send, and respond to e-mail and to coordinate schedules and schedule meetings
• Use of Excel, including the use of simple formulas (SUM, VLOOKUP, IF) and ability to utilize data validation and conditional formatting
• Customer service experience includes resolving problems and responding to inquiries regarding policies, procedures, and services
• Communication skills, both written and verbal to provide direction and information to varied levels of involvement and commitment
• One (1) year working with procurement/purchasing procedures and/or policies

Qualifications

Must Haves

• This home-based (remote) position is open to Washington residents and those living in Oregon and Idaho only
• **Option 1:** Three years of clerical, office and/or administrative experience supporting multiple departments
• **Option 2:** An associate's degree (or higher) in business administration, public administration, or a closely related field may substitute for experience AND one year of clerical, office and/or administrative experience in supporting multiple departments
• Experience composing, preparing, proofreading, formatting, and editing professional correspondence, reports, meeting materials, and other business documents
• Experience arranging business travel, including transportation, lodging, and travel-related documentation
• Experience coordinating meetings and events, including scheduling, preparing agendas and meeting materials, recording minutes, coordinating logistics, communicating with participants, and tracking follow-up actions
• Experience providing project support, including coordinating tasks and assignments, tracking deadlines, communicating progress, and coordinating work with project team members
• Practical skills in Adobe and Microsoft 365 applications, including Outlook, Word, Excel, Teams, and SharePoint, to perform administrative functions
• Travel occasionally, asneeded,eitheraloneor withanotherperson, overnight,forseveraldaysand/oroutofstate.Willingand able to legally operate a state- or privately-owned vehicle OR provide alternative transportation while on state business

Nice to Haves

• Knowledge of indigenous systems, tribal customs, politics and protocols
• Advanced-level experience using MS Word to create, format, and edit tables, columns, and charts; import data and sort table data; insert and format sections, and create headers and footers
• Intermediate-level experience using MS Excel to create and manipulate large or complex spreadsheets, use complex mathematical formulas to calculate data, and link worksheets; import data from other sources, filter lists, and create and format charts and graphs
• Using MS Outlook to compose, send, and respond to e-mail and to coordinate schedules and schedule meetings
• Use of Excel, including the use of simple formulas (SUM, VLOOKUP, IF) and ability to utilize data validation and conditional formatting
• Customer service experience includes resolving problems and responding to inquiries regarding policies, procedures, and services
• Communication skills, both written and verbal to provide direction and information to varied levels of involvement and commitment
• One (1) year working with procurement/purchasing procedures and/or policies

Benefits

• Fully remote work arrangement; no regular in-person attendance is required.
• Comprehensive medical coverage, including vision coverage, for employees and their families.
• Dental insurance for employees and their families.
• Basic life insurance for employees and their families.
• Long-term disability insurance, with the option to purchase additional coverage amounts.
• Medical flexible spending account.
• Health savings accounts.
• Dependent care assistance using pre-tax dollars for child or elder care expenses.
• Washington Wellness workplace wellness programs.
• Washington State Employee Assistance Program.
• Washington Public Employees' Retirement System (PERS).
• Employer-contributed retirement program options for new employees.
• Deferred Compensation Program (DCP) with pre-tax salary deferral and multiple investment options.
• Social Security and Medicare coverage, with equal state and employee contributions.
• Potential eligibility for Public Service Loan Forgiveness for qualifying government or nonprofit employees.
• Paid holidays and one paid personal holiday per calendar year.
• Eight hours of paid sick leave earned per month for full-time employees.
• Accrued vacation leave for full-time employees.
• 21 days of paid military leave per year.
• Five days of paid bereavement leave for most eligible employees.
• Leave sharing.
• Parental leave.
• Family and Medical Leave Act (FMLA) leave.
• Professional development opportunities.
• Staff training.