DSHS HCLA Administrative Assistant 3

State of Washington•Snohomish County – Arlington, WA

23h•Onsite

About The Position

The Residential Care Services (RCS) within Home Community Living Administration (HCLA) at DSHS is hiring for an Administrative Assistant 3 to join our team in Arlington, WA. This position provides administrative and secretarial support to Field Managers and staff who are responsible for regulatory quality assurance for licensed adult family homes, assisted living facilities and nursing homes. Delegated responsibilities include maintaining communications with State and Federal entities, establishing, implementing, and maintaining office systems related to processing reports and entering data into computer systems and meeting, tracking, and analyzing internal and external performance measures. Note: Snohomish County employees are eligible to receive an Orca Card for transportation needs.

Requirements

High school graduation or GED.
Three years of progressively responsible experience in office/clerical, secretarial, bookkeeping, accounting, or general administrative work.
Formal education will substitute year-for-year for experience.

Nice To Haves

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.
Washington State Government experience related to DSHS, HCLA, 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 program activities.
Maintain electronic filing systems, with meticulous data entry, adherence to regulatory timelines, and organization of records.
Review and manage incoming mail, e-mail, and faxes for field manager.
Act as a public point of contact: 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.
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.