DSHS HCLA Administrative Assistant 4

State of Washington•Multiple Locations - Western Washington, WA

1d•Hybrid

About The Position

Join our team as an Administrative Assistant 4 (AA4) supporting Residential Care Services (RCS) Region 2. This position may be based in Smokey Point/Arlington, Lynnwood, or Kent. As the principal administrative partner to the Regional Administrator, you’ll provide high-level, confidential support and use independent judgment to coordinate administrative operations, resolve issues, and keep priorities moving across the region. You’ll work closely with regional leadership, staff, other DSHS divisions, state agencies, and community partners while supporting a region that includes three offices, 10 units, and approximately 147 employees. Your work will help ensure regional operations are organized, responsive, and aligned with the mission to promote and protect the rights, security, and well-being of individuals living in licensed and certified residential settings.

Requirements

Ability to exercise independent judgment, establish priorities, manage competing deadlines, and make sound decisions in a complex and changing organizational environment.
Ability to analyze sensitive and confidential issues objectively and provide effective advice, consultation, and recommendations to leadership.
Strong organizational, coordination, and problem-solving skills, with the ability to manage multiple projects, assignments, and administrative priorities accurately and on time.
Strong written and verbal communication skills, including the ability to prepare clear and effective reports, correspondence, presentations, briefing materials, spreadsheets, and other high-level documents.
Proficiency with Microsoft Office applications, including Outlook, Word, Excel, PowerPoint, SharePoint, Teams, and Webex, with the ability to use technology efficiently and troubleshoot basic equipment or software issues.
Knowledge of administrative practices, organizational operations, travel and fiscal requirements, and applicable DSHS, Office of Financial Management (OFM), and State Administrative and Accounting Manual (SAAM) policies.
Ability to build and maintain professional working relationships with employees, leadership, government agencies, stakeholders, and the public while maintaining confidentiality and providing responsive customer service.
A high school diploma or equivalent AND four years of progressively responsible clerical, office, or administrative experience; OR A Bachelor’s degree in business administration, public administration, or a closely related field; OR One year of experience as an Administrative Assistant 3 (AA3); OR Two years of experience as an Administrative Assistant 2 (AA2); or An equivalent combination of education and experience totaling four or more years.

Responsibilities

Serve as the principal administrative partner to the Regional Administrator and Field Services Administrator, using independent judgment to prioritize work, resolve issues, coordinate assignments, and represent leadership in administrative matters.
Provide high-level, confidential support on complex projects, personnel matters, employee relations issues, investigations, grievances, performance matters, and other sensitive issues.
Manage the Regional Administrator’s calendar, correspondence, meetings, travel, and administrative files; prepare agendas, briefing materials, reports, presentations, talking points, and other documents.
Coordinate with regional leadership and staff on operational management, performance goals, fiscal planning, quality improvement activities, strategic initiatives, and required reports and deadlines.
Serve as a liaison between the Regional Administrator, regional staff, DSHS divisions, state agencies, stakeholders, and community partners; respond to inquiries and communicate on behalf of the Regional Administrator as delegated.
Coordinate regional personnel and hiring activities, including personnel actions, recruitment and interview scheduling, background checks, required documentation, and tracking actions through completion while maintaining confidentiality.
Coordinate office operations and regional administrative activities, including facilities, space and equipment needs, supplies, safety and risk management activities, emergency management, mobile devices, distribution lists, and office moves or maintenance.
Lead or coordinate regional meetings, committees, special projects, events, and workgroups; track decisions, assignments, and deadlines and ensure follow-up actions are completed.