Administrative Assistant 3 (AA 3) DOH8982

State of Washington•Multiple Locations Statewide, WA

2d•Hybrid

About The Position

This position supports the Division of Prevention and Community Health within the Washington State Department of Health (DOH). It offers a hybrid work arrangement, combining remote work with scheduled onsite work at the DOH facility in Tumwater, WA. The role involves providing administrative support to two teams: the Office of Nutrition Services (ONS) and the Community Workforce and Partnerships (CWP) Section. Responsibilities include supporting personnel processes, contracting and procurement, expenditure tracking, and resource management to advance community health initiatives.

Requirements

Three years of clerical, office or administrative experience supporting multiple departments.
An associate’s degree (or higher) in business administration, public administration, or a closely related field AND one year of clerical, office or administrative experience in supporting multiple departments.
Experience composing, preparing, proofreading, formatting, and editing professional correspondence, reports, meeting materials, and other business documents.
Experience arranging business travel, including transportation, lodging, and travel-related documentation.
Experience coordinating meetings and events, including scheduling, preparing agendas and meeting materials, recording minutes, coordinating logistics, communicating with participants, and tracking follow-up actions.
Experience providing project support, including coordinating tasks and assignments, tracking deadlines, communicating progress, and coordinating work with project team members.
Practical skills in Adobe and Microsoft 365 applications, including Outlook, Word, Excel, Teams, and SharePoint, to perform administrative functions.

Nice To Haves

One (1) year working in public health or similar field.
One (1) year creating and maintaining electronic and manual tracking and filing systems to store and retrieve information and data.
One (1) year working with procurement/purchasing procedures and/or policies.
One (1) year working with travel requirements and reimbursement procedures and/or policies.
Use of Excel including the use of simple formulas (SUM, VLOOKUP, IF) and ability to utilize data validation and conditional formatting.
Perform administrative functions such as preparing documents, managing calendars and correspondence, tracking and compiling information, coordinating meetings, and maintaining electronic records.
Customer service experience includes resolving problems and responding to inquiries regarding policies, procedures, and services.
Communication skills both written and verbal to provide direction and information to leaders and peers.

Responsibilities

Provide day-to-day administrative support to the ONS Innovation Section Manager, CWP Manager, and section staff.
Coordinate and track administrative activities, assignments, deadlines, and follow-up items.
Support routine office operations and respond to administrative needs across ONS and OFCHI.
Organize information, materials, records, and resources to support efficient program operations.
Assist with contracting, procurement, purchasing, and expenditure tracking activities.
Monitor and organize financial and administrative information to support section management.
Coordinate documentation and follow-up related to purchases, contracts, invoices, and other administrative processes.
Provide administrative support for personnel-related processes and activities.
Assist with onboarding, staffing changes, records, and other routine personnel functions.
Support management of office resources, materials, equipment, and supplies.
Provide administrative support for community workforce development and engagement initiatives, including the Community Health Worker Training Program, Community Health Worker Leadership Committee, and Promotores-focused projects.
Support activities connected to emerging initiatives, including work related to the Rural Health Transformation Plan and Promotores/Opioid education efforts.
Help coordinate meetings, communications, materials, and other logistics that support collaboration with internal and external partners.