DSHS HCLA Office Manager

State of Washington•Multiple Locations - Eastern Washington, WA

2d•Hybrid

About The Position

DSHS HCLA – Office Manager Make a meaningful impact in long-term care policy by embracing this thrilling opportunity. The WA Cares Fund (WCF) is the first of its kind in the United States, showcasing why Washington State leads the nation in long-term care initiatives. Created by the WA State Legislature, the WCF offers affordable long-term care insurance coverage to all working Washingtonians. This is a rare opportunity to become one of the founding team members as we introduce the nation’s first long-term services and supports social insurance program. DSHS’s Home & Community Living Administration (HCLA) WCF is hiring key team members now to assist as we move toward the full implementation of the program. Beginning in 2026, the innovative work that you do now will aid qualified people and their authorized representatives to apply for and access their earned benefits that help pay for daily-living activities. Your experience, knowledge, and skills make a difference. Join our team as an Office Manager in Spokane, Kennewick, Union Gap or Moses Lake, WA. In this role, you will provide planning, organization, and operational support to Region 1 field offices, ensuring workspaces, equipment, fleet vehicles, records, and building systems function smoothly and safely. You will play a key role in coordinating office setup and reconfiguration, managing purchasing and maintenance needs, overseeing motor pool reporting, and supporting records retention and safety compliance. This position is essential to maintaining continuity of operations across multiple field offices and helps ensure staff have the resources and environments they need to effectively serve Washington communities.

Requirements

Ability to prioritize, organize, and adjust workload to meet deadlines, respond to emergencies, and manage competing demands.
Knowledge of office organization, administrative practices, and the mission and values of HCLA and the Department of Social and Health Services.
Ability to follow management direction, understand the chain of command, and use appropriate communication channels.
Strong verbal and written communication skills, including the ability to communicate professionally with diverse audiences and produce clear, accurate correspondence and documentation.
Proficiency with computers, office software, agency databases, and standard office equipment, with the ability to learn new systems as needed.
Ability to work independently, exercise sound judgment, research information, and engage appropriate subject matter experts to resolve questions or issues.
Ability to remain calm, de-escalate challenging situations, and meet the physical requirements of the position.
A bachelor’s degree with major study in business administration or a closely related field and one year of supervisory experience that includes planning, organizing, and coordinating work in a business office.
One year of state service as an Administrative Assistant 2, Human Resource Assistant 2, or Data Compiler 3, or two years of state service as an Administrative Assistant 1 or Human Resource Assistant 1, or equivalent experience that includes supervisory or office management responsibilities.
Five years of professional or practical experience with responsibility for planning, organizing, and coordinating work in a business office.

Responsibilities

Coordinate and support day-to-day office operations across HCLA units and co-located DSHS partners, including space planning, workstation setup, furniture and equipment coordination, purchasing, mail services, security, janitorial services, and office reconfiguration or relocation.
Serve as a steward of state resources by managing office assets, repurposing furniture and equipment, coordinating leased building issues with property owners, and elevating unresolved concerns with recommended solutions.
Oversee Region 1 Motor Pool vehicles, including maintenance, recalls, emergency repairs, mileage reporting, vehicle replacement requests, and ensuring vehicles are equipped with required safety supplies.
Manage telecommunications and technology logistics, including coordinating cell phone and landline services, minor system changes, and troubleshooting with technicians and headquarters staff.
Plan, order, and process office supply and purchasing requests in alignment with contracts and budget limits, verify receipt of goods and services, and submit required documentation to Consolidated Business Services and leadership.
Coordinate onboarding and ongoing employee setup to ensure timely access to buildings, identification badges, furniture, phones, voicemail, and cell phones.
Support safety, emergency preparedness, records management, and compliance activities, including participation in safety committees, incident response, facility walk-throughs, asset inventory, records retention, training, meetings, and other assigned duties.