Administrative Assistant 1 (AA 1) DOH8756

State of Washington•Tumwater, WA

27d•Hybrid

About The Position

Are you someone who seamlessly transitions between tasks and knows when to change course to address important matters? Do you enjoy supporting both internal and external customers while consistently meeting standards of productivity? Then one of these opportunities may be the position for you! These full-time, permanent Administrative Assistant 1 positions are located at the Tumwater, WA DOH office. Join a high-functioning team dedicated to improving patient safety! As an Administrative Assistant 1, you will provide critical administrative support specific to the disciplinary process against licensed health professionals. The Administrative Assistant 1s are integral in the delivery of quality disciplinary services to HSQA programs and other entities and work to ensure that performance measures are met regarding the timeliness of disciplinary cases. They assist with compliance with State of Washington law, regulations, and procedures by assuring the accuracy and completeness of regulatory documentation, files, and records, and by ensuring the efficient and effective management of agency records pursuant to WAC 434-640-010. Work within a team that shares work responsibilities and helps each other to achieve goals and deliverables - 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). Together, we ensure complaints are investigated and health care providers and businesses are following rules and regulations that help keep Washington residents safe.

Requirements

Two or more years of secretarial or administrative experience within a high-production environment and professional office setting; and
Two (2) or more years of experience using the following:
Word processing software, such as MS Word, to create, format, edit, preview, print and save documents. Use standard functions to select, edit, copy, paste, format, and spell check text.
Electronic communication and calendar programs, such as MS Outlook to compose, send, and respond to electronic mail, and coordinate schedules, and schedule meetings.
Electronic database system to update and/or maintain records.
Internet to access, research, find, and download information.
Spreadsheet software, such as MS Excel to create, modify, print, and format spreadsheets, find and replace data, work with basic formulas, filter and sort data, and create/format charts and graphs.

Nice To Haves

Progressively responsible administrative or secretarial experience in the legal or regulatory field.
Demonstrated proficiency with HSQA Integrated Licensing and Regulatory System (ILRS).
Demonstrated experience working in a complex organizational structure.
Demonstrated experience formatting and proofreading complex documents.
Associate degree or higher from an accredited educational institution.

Responsibilities

Monitor OILS Administrative Inbox to timely review, process, and track a variety of tasks and requests including but not limited to: staff travel reimbursement requests through Travel & Expense Management System (TEMS); Language Link written translation services; procurement requests.
Support management of Pitney Bowes postage meter by monitoring usage, ensuring adequate postage is always available, processing payments, and monitoring serviceability of leased equipment.
Contact vendors regarding bill discrepancies, contract inquiries, and negotiates/requests adjustments as needed.
Review, prepare, and route A-19 invoices for vendor purchases and bill payments.
Perform timekeeping coordinator and attendance keeper duties for OILS.
Process mail: activities include but are not limited to sorting, opening, date-stamping, scanning, physically or digitally distributing incoming mail and documenting pertinent information in ILRS.
Monitor Fax 4930 Inbox to review and distribute incoming faxes.
Assist higher-level staff in the retrieval of records and/or requests to locate information, files, or documents.
Monitor the OILS Litigation Inbox to close disciplinary case files within timelines following established protocols and procedures to ensure accurate record-keeping and reporting in the disciplinary case management system.
When closing cases, determine whether the Attorney General's Office possesses transferred evidence and coordinate its return.
Submit final disciplinary orders reports to various national provider organizations pursuant to informal or formal compact agreements within timeline.
Order legal files for specific cases from Records Center as needed.