DSHS WSH Administrative Assistant 3

State of Washington • Pierce County – Lakewood, WA

12h • Hybrid

About The Position

Join our team at Western State Hospital in Lakewood as an Administrative Assistant 3, where you will play a vital role providing confidential administrative and staff support services for Western State Hospital’s Civil Center of Excellence Safety Operations Department. This position supports the Security, Safety, Emergency Management, and Violence Reduction Teams, while reporting to the Civil Center of Excellence’s Director of Security. In this position, you will independently perform a variety of complex administrative and clerical duties including coordinating meetings, maintaining records and tracking systems, preparing reports and correspondence, processing documents, and providing direct support to management staff.

Requirements

• Proficiency with Microsoft Office programs including Word, Excel, Outlook, databases, spreadsheets, and electronic correspondence.
• Ability to draft, proofread, and prepare professional documents, reports, meeting agendas, and correspondence with attention to detail and accuracy.
• Strong organizational and multitasking skills with the ability to prioritize assignments and maintain consistent performance in a fast-paced environment.
• Ability to coordinate meetings, take accurate notes, and prepare clear and comprehensive meeting minutes.
• Skilled in complex data entry, records management, filing, archiving, and maintaining confidential information.
• Effective verbal and written communication skills with the ability to build positive working relationships across all levels of the organization.
• Ability to operate standard office equipment and follow detailed instructions, policies, and procedures independently and professionally.
• A high school diploma or equivalent and three years of clerical, office, or administrative support experience.
• An Associate’s degree in business administration, public administration, or a closely related field and: One year of experience as an Administrative Assistant 2; or Two years of experience as an Administrative Assistant 1.
• An equivalent combination of education and experience totaling three or more years.

Responsibilities

• Provide administrative and staff support services to the Civil Centers Director of Security and the Safe Operations Department.
• Maintain and track assignments to and by the Director of Security and ensure all deadlines are met by established date.
• With delegated authority, act in the supervisor’s absence in areas of substance, including the hospital’s Incident Command Center and Communications Center during emergency and/or safety-related incidents
• Work collaboratively with staff in Security, Safety, and Violence Reduction and Emergency Management.
• Exercise proper inventory control, effective supply ordering, develop or oversee the development of filling systems, arranging records classification, retention, and disposition.
• Provide administrative support for personnel issues such as recruitment, selection, appointment, and promotions.
• Schedule meetings for the Director of Security and others in the department.
• Maintain data integrity and ensure confidentiality related to Safe Operations strategies.

Benefits

• 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 on the privately owned vehicle.
• Persons requiring accommodation in the application process or this job announcement in an alternative format may contact the Recruiter at [phone].
• Applicants who are deaf or hard of hearing may call through Washington Relay Service by dialing 7-1-1 or 1-800-833-6384.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree