Senior Administrative Assistant (AA 4) DOH8939

State of Washington•Thurston County – Tumwater, WA

17h•Hybrid

About The Position

This position offers a hybrid work arrangement, combining up to 2 days per week of remote work with scheduled onsite work at our DOH facility in Tumwater, WA. The Opportunity As the Senior Administrative Assistant, you will support the work of more than 100 full-time Office of Investigative and Legal Services (OILS) employees and the OILS Leadership Team. This Administrative Assistant 4 position serves as the primary assistant to the Office Director, Deputy Director, Executive Director of Legal Services, Chief Investigator, and Operations Manager. They provide higher-level administrative duties, representing the goals and interests of the Office, and the Division. This position requires a working knowledge of the Health Systems Quality Assurance division, department, and OILS missions, goals, objectives, policies, and procedures. Work is assigned and delegated by the OILS Leadership Team.

Requirements

Four (4) or more years of professional experience planning, organizing, coordinating and completing administrative duties in an executive level business or legal office at the Administrative Assistant 3 job classification or above or equivalent. This includes scheduling meetings, managing calendars, taking notes, managing emails, coordinating assignments, responding to inquiries, developing presentations and other documents, and maintaining confidentiality.
Three (3) or more years of experience using MS Excel or other spreadsheet software to create and manipulate large or complex spreadsheets, tables, databases and reports; create complex mathematical formulas; link worksheets and create links to external data sources; import data from other sources; find and format records; sort and filter by multiple selections; develop queries and reports; and create and format charts and graphs.
Three (3) or more years of experience using MS Word or other word processing software to create, format, edit, print, and save documents; use standard functions to select, edit, copy, past, format, and spell check text; create bulleted and numbered lists, indent and align paragraphs using tabs; create hyperlinks; create, format, sort and edit tables, columns, and charts; insert and format sections; create headers and footers; work with pictures and draw objects; create forms using templates, work with form fields, and format and enhance forms; use mail merge to create form letters and modify merged documents; create tables of contents and compile update indexes.
Three (3) or more years of experience using MS PowerPoint or other presentation software to create, format, edit, and run slideshows; integrate text with graphics, add hyperlinks, create charts and graphs, create and print speaker notes and handouts, work efficiently with templates and masters to format, design and update slides, handouts and notes.
Demonstrated ability to plan, organize, and lead teams; assign, review, and coordinate work projection; develop procedures for most effective use of staff, space, and equipment.
Knowledge of office organization, methods, and management principles; modern methods of performing various kinds of clerical work and of measuring work production; office materials, supplies, and equipment; inventory control and record management.
Demonstrated ability to work and excel in a fast-paced, high-volume environment while demonstrating organization, professionalism, and attention to detail.

Nice To Haves

One (1) or more years of experience using Adobe Acrobat Professional, Microsoft SharePoint, and Visio computer software
One (1) or more years of experience and ability to use presentation software, such as Microsoft PowerPoint, to create, format, edit, and run slide shows, integrate text with graphics, add hyperlinks, create charts and graphs, create and print speaker notes, and handouts, work efficiently with templates and masters to format, design and update slides, handouts, and notes.
Experience and training in applying quality improvement thinking and tools to improve processes and increase accuracy, timeliness, and overall quality.

Responsibilities

Providing executive-level support for Director-chaired meetings, including logistics, building meeting agendas, taking and disseminating minutes, preparing presentation materials, and tracking action items.
Routine scheduling of meetings, reserving rooms, drafting and disseminating agendas/minutes, and assisting with travel arrangements and reimbursements.
Participating in admin-led meetings by preparing background info, briefing documents, and coordinating talking points.
Serving as the point of contact for Service Central requests, motor pool, and travel management system (TEMS).
Handling all PC tracking, replacements, workstation changes, and other IT-related services.
Acting as the office-wide record keeper for the OILS team.
Providing quality assurance oversight for administrative documents that require signatures.
Compiling reports and completing special project assignments on behalf of the office director.
Serving as a lead or active member on workgroups and representing the office or division in carrying out special events and ad hoc committees.
Performing assigned responsibilities identified in HSQA Business Policies, Procedures, and Office Protocols.
Evaluating office protocols, standards, priorities, and tracking deadlines to ensure tracking compliance.
Working with the management team to identify, recommend, and implement changes that promote standardization and foster efficiencies across the office.