DSHS HCLA Administrative Assistant 3

State of Washington•King County – Kent, WA

2d•Hybrid

About The Position

The WA Cares Fund (WCF) within Home Community Living Administration (HCLA) at DSHS is hiring for an Administrative Assistant 3 to join Region 2 (King County) WA Cares team. This is a rare opportunity to become one of the founding team members as we introduce the nation’s first long-term services and support social insurance program. The WA Cares Fund offers affordable long-term care insurance coverage to all working Washingtonians. As the WCF Administrative Assistant, you will be responsible for providing a wide variety of administrative support directly to Region 2 WA Cares Regional Administrator, Deputy Regional Administrator, and regional leadership team, including, but not limited to the following or to achieve program goals and ensure smooth office operations. Your responsibilities will include providing comprehensive administrative support, drafting professional correspondence, managing calendars, scheduling meetings, and arranging travel plans. Additionally, you will assist with personnel administration, ensuring employees have the resources and support needed to excel in their roles. This is a hybrid work environment with expectation of in office 3x a week and travel throughout the region based on business needs. Employees assigned to a duty station in King County will receive 5% premium pay calculated from their base salary.

Requirements

A high school diploma or GED AND Four years’ of progressively responsible experience in office/clerical, secretarial, bookkeeping, accounting, or general administrative work OR Four years of on-hands practical experience working in a professional office setting
Formal education will substitute year-for-year for the required experience.
Proven ability to independently set priorities, streamline workflows, and manage tasks to achieve objectives efficiently and on schedule.
Proficient in utilizing Microsoft Office programs with skill and expertise.
Effective communication skills, both written and verbal, enabling clear and professional interactions with management, team members, beneficiaries, and the broader public.
Skilled in making reasonable judgements in a complex and changing organizational environment.

Nice To Haves

Washington State Government experience related to DSHS, ALTSA, and/or Human Resources administrative functions preferred.

Responsibilities

Coordinate and schedule meetings, prepare meeting materials, presentations, and attend meetings to assist, track, and report feedback from commission members and agency partners.
Assist in coordination, organization, and/or direction to support the planning and implementation of the WA Cares Fund project or program activities.
Review and manage incoming mail, e-mail, and faxes for regional administrator.
Act as a public point of contact for regional WA Cares Fund: monitoring and responding to incoming communications through email, and phone.
Perform administrative paperwork and coordinate all processes for developing new positions and hiring, coordinating and facilitating the completion of all hiring processes.
Coordinate new employee orientation that includes cubicle set up, IT set up, identification and access badge, cell phone and other required needs to ensure new employees have what they need to begin work.
Orient and assist new staff on office procedures, administrative policies, practices and computer systems.
Responsible for coordination of activities for exiting employees that include cubicle cleaning up, returning cell phones, cancelling phones, getting access badges returned, and all other exit procedures.
Organize, coordinate, and prepare travel arrangements, logistics, facilities, and reimbursements.
Prepare correspondence for WA Cares Fund regional administrator and exercises signature authority on administrative correspondence.
Assist with scheduling and reserving rooms for training intended for staff, training preparation include – printing and compiling training materials, enrolling participants, distributing training materials, and other technical tasks as needed.