DSHS BHHA SCC Administrative Assistant 3

State of Washington•Pierce County – Steilacoom, WA

5d•Onsite

About The Position

Join our team at the Special Commitment Center on McNeil Island in Steilacoom as an Administrative Assistant 3, where you will play a vital role supporting daily program operations, staff, and resident services. 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. This role is essential in ensuring efficient program operations, maintaining organized and accurate records, supporting communication across departments, and assisting residents and staff with a wide range of administrative needs in a secure treatment environment.

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

Coordinate, schedule, and support recurring and special meetings by preparing agendas, attending meetings, recording minutes, and distributing finalized meeting documentation in a timely manner.
Serve as a primary point of contact for residents and staff by responding to inquiries, researching requests, and providing guidance on program and facility processes, policies, and procedures.
Maintain and update resident and staff tracking systems, spreadsheets, reports, correspondence, and forms using Microsoft Office applications and other agency systems.
Prepare, process, and organize a variety of administrative and fiscal documents including purchasing requests, maintenance work orders, travel reimbursements, warehouse requests, and technology-related records.
Assist with payroll and timekeeping support by tracking attendance, gathering documentation, monitoring overtime records, and coordinating with supervisors to ensure accuracy.
Establish, organize, and maintain complex filing and records management systems in compliance with agency retention and confidentiality standards.
Provide administrative support for hiring activities, notary services, resident supply distribution, and other operational duties to support daily program functions.