DSHS ESA Administrative Assistant 3

State of Washington•Pierce County – Tacoma, WA

11h

About The Position

The Economic Services Administration’s Community Services Division is hiring an Administrative Assistant 3 to support the Administrator and the Virtual Case Management Center team. The role helps maintain smooth office operations by coordinating payroll, managing supplies and equipment, tracking budgets, maintaining organizational charts, reviewing monthly reports, coordinating travel, managing translation invoices, serving as the Limited English Proficiency (LEP) Coordinator, and providing phone support to the Administrator and management team. The position provides direct, confidential administrative support and serves as a liaison among management, staff, and vendors. It also supports contact center inquiries, prepares and presents technical information, maintains records and financial documents, coordinates office resources and program areas, and assists with hiring activities. The role monitors compliance with administrative policies and procedures and recommends improvements to internal controls. The Department of Social and Health Services emphasizes fairness, access, and social justice in its work supporting Washingtonians. A background check, including criminal record history, may be conducted before hire. The announcement may be used to fill multiple vacancies.

Requirements

High school diploma or equivalent and three years of clerical, office, or administrative experience; alternatively, an associate degree in business administration, public administration, or a closely related field may substitute for the experience.
One year of experience as an Administrative Assistant 2 or two years of experience as an Administrative Assistant 1.
Equivalent education and experience may be considered.
Employees driving on state business must have a valid driver's license.
Employees driving a privately owned vehicle on state business must have liability insurance for that vehicle.

Responsibilities

Provide direct, confidential administrative support to the Administrator and act as a liaison among management, staff, and vendors.
Coordinate contact center inquiries, information, and problem resolution.
Prepare and present technical information to staff through written and verbal communication.
Manage travel arrangements and itineraries, and maintain the Administrator’s calendar.
Use Microsoft Office applications, including Word and Excel, to prepare documents, reports, spreadsheets, and other office materials.
Schedule and troubleshoot video conferences and coordinate telephone repairs with DIS and ISSD.
Monitor budgets, track expenditures, and recommend corrections to support compliance with administrative policies and financial controls.
Maintain office records, filing systems, and financial documents, and serve as the designated records custodian.
Conduct Risk Assessment and Self-Evaluation activities on behalf of the Administrator.
Coordinate office space, equipment, supplies, purchasing, inventory, and distribution.
Serve as the primary coordinator for assigned program areas, including SCAN systems, LEP, OSHA, employee transportation, access cards, and records management.
Support hiring by scheduling interviews, coordinating interview panels, preparing correspondence, and compiling personnel action requests.
Monitor compliance with administrative policies and procedures and recommend improvements to internal controls.
Coordinate payroll, maintain organizational charts, review monthly reports, and manage translation invoices.