DSHS DDA Administrative Assistant 3

State of Washington•Thurston County – Tumwater, WA

1d•Onsite

About The Position

State-Operated Living Alternatives (SOLA) within the Behavioral Health and Habilitation Administration (BHHA) has an exciting Administrative Assistant 3 opportunity in Tumwater, WA. Under the direction and supervision of a State Operated Living Alternative (SOLA) Program Administrator, this position provides support for the SOLA Administration office. This includes administrative support and assistance for the facilitation of department managers/supervisors and/or relieving the manager and/or staff members of day-to-day clerical responsibilities. This may include making travel arrangements, scheduling meetings, recording meeting minutes, transcribing minutes, coordinating and handling financial documents, and employee record keeping.

Requirements

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 four years.
Ability to perform various office management functions and secretarial duties to include making travel arrangements, scheduling meetings, taking notes and transcribing minutes, screening calls and visitors, keeping supervisors and/or staff calendars, and committing supervisor and/or staff members' time.
Skills and ability to greet people in a respectful, welcoming manner.
Ability to compile data, extract information, and generate reports.
Must maintain high ethical standards and possess a high level of integrity.
Ability to maintain confidential information, including employee records and sensitive information.
Ability to communicate in a manner that fosters a positive working relationship between providers and DOA.
Employees driving on state business must have a valid driver's license.
Employees driving a privately owned vehicle on state business must have liability insurance on the privately owned vehicle.

Responsibilities

Perform confidential administrative office management assignments and administrative assistance for SOLA Program Administrator, DDA/QA.
Compose professionally cogent, grammatically correct correspondence, reports, and documents as directed by/on behalf of the program manager; in his/her absence and to the extent of delegated authority, exercise tact, judgment, and discretion, using program and professional resources for problem-solving.
Receive delegated administrative assignments requiring substantial knowledge of a variety of supportive requirements, DDA/ADMIN policies, using these skills in a fast-paced environment.
Provide executive-level assistance by reviewing, researching, organizing, prioritizing, and preparing information for the Liaison to convey information to and from visitors, guardians, families, and staff to and from all office personnel at the present location.
Perform clerical tasks for the program such as filing, processing mail, answering and transferring phone calls, and performing reception duties for the office.
Weekly maintain all meeting minutes per SOLA management, including recording, transcribing, and coordinating the communication of the minutes per SOLA meetings.
Audit and maintain all participant financial records, including clients' bank statements, budgets, and petty cash accounts.
Monitor and manage all participant SSI/SSA reports and bank reconciliations for participant financial needs.
Monitor and manage all participant receipts for their financial records & personal spending.
Conduct bi-monthly financial audits for all SOLA participants.
Assist as needed by monitoring and performing data entry as delegated by the SOLA Program Administrator Electronic Investigation and Management System (EIMS).
Prepare monthly rent and utility payments for the SOLA clients and homes.