Pre-Licensing Administrative Assistant (AA1) - Statewide

State of Washington•Multiple Locations Statewide, WA

1d•Hybrid

About The Position

Within DCYF, this position performs a wide variety of administrative support duties for the Child Care Pre-Licensing team, including Pre-Licensing Specialists, supervisors, and the Administrator. Responsibilities include independently planning, organizing, and prioritizing work to meet internal and external deadlines while providing administrative support that allows staff and leadership to focus on serving Washington families. This position maintains filing systems, databases, multiple tracking logs, and computer programs; coordinates pre-licensing team operations; and initiates action to help ensure team goals are met. The Administrative Assistant exercises independent judgment to resolve administrative issues, supports statewide administrative projects, and develops or improves work methods and procedures to meet changing business needs. This position also supports clients who primarily speak a language other than English and may have limited English proficiency. As a point of contact for the pre-licensing team, the Administrative Assistant provides bilingual oral and written interpretation and translation services to help ensure equitable access to DCYF programs and services.

Requirements

High school graduation (or GED) AND One (1) years of office experience requiring keyboarding or typing.
Equivalent combination of education and experience totaling one (1) year of office/clerical, secretarial, bookkeeping, accounting, or general administrative work.
The ability to take action to learn and grow.
The ability to take action to meet the needs of others.
The ability to pass a Spanish language certification test through DCYF is required to be eligible for this position.

Nice To Haves

3+ years of office/clerical, secretarial, bookkeeping, accounting, or general administrative work.
Demonstrated ability to accurately type at a net speed of 50 words per minute or faster.
Demonstrated exemplary customer service skills, including working effectively with the public and agency staff, both in person and over the telephone.
Demonstrated ability to use creative and innovative techniques for performing assignments.
Demonstrated ability to take meeting notes/minutes that capture key messages.
Demonstrated detail orientated and ability to work in a fast-paced environment.
Demonstrated competency in formatting business correspondence.
Demonstrated ability to demonstrate basic mathematical computations, accounting, and recordkeeping.
Demonstrated superior organization skills and dedication to completing work and assigned projects in a timely manner.
Demonstrated proficiency in computer applications and systems related to the work such as Microsoft Office suite.
Demonstrated ability to analyze and resolve office administrative procedural problems.
Demonstrated ability to perform basic research and prepare reports and recommendations.
Demonstrated ability to organize own work, coordinating projects, setting priorities, meeting deadlines, and following up on assignments with a minimum of direction.
Demonstrated ability to use initiative and independent judgment within established policy and procedural guidelines.
Demonstrated ability to communicate effectively with co-workers, superiors, the general public, representatives of public and private organizations and others sufficient to exchange or convey information.
Demonstrated ability to maintain confidentiality inside and outside the workplace.

Responsibilities

Manage the Pre-Licensing Welcome Box and toll-free voicemail, ensuring messages are reviewed throughout the day and responded to promptly.
Receive, screen, prioritize, distribute, and respond to telephone calls, emails, and other communications using independent judgment to determine priority.
Answer inquiries from the public, childcare applicants, and childcare providers regarding the licensing and orientation process; provide pre-licensing information and refer complex or technical questions to the appropriate Pre-Licensing Specialist, Supervisor, or Administrator.
Provide bilingual interpretation and translation services, as needed, to assist clients with limited English proficiency and ensure equitable access to services.
Coordinate communication between the pre-licensing team, State Office, community partners, applicants, and providers.
Maintain appointment schedules and calendars, arrange meetings, attend team meetings as assigned, and prepare meeting minutes.
Coordinate pre-licensing team activities and schedules; develop and recommend team procedures and systems to support efficient team operations.
Assist in establishing team procedures and standards to ensure adherence to DCYF policies and procedures.
Research and analyze routine administrative projects, prepare first draft reports, and review and summarize reports and other documents.
Attend and participate in meetings, trainings, and conferences as requested.
Copy, distribute, and disseminate materials in support of team operations.
Maintain inventories of office supplies for the Pre-Licensing team and request supplies as needed.
Assist with onboarding, orienting, and training new team members.
Assist Spanish-speaking clients with interviewing, documenting, and obtaining statements related to licensing services.