Administrative Assistant 4
Washington State Department of Health - Tumwater, WA

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*IMPORTANT NOTE – Temporary Salary Reduction: From July 1, 2011 to June 29, 2013 a 3% temporary salary reduction is in effect for most state positions. Salary reduction IS reflected in the salary listed above. For more specific information, visit http://www.dop.wa.gov/CompClass/TempSalaryReduction/Pages/default.aspx .

There is one opening for a permanent Administrative Assistant 4 in the Nursing Care Quality Assurance Commission (NCQAC). To learn more about NCQAC, visit http://www.doh.wa.gov/LicensesPermitsandCertificates/NursingCommission.aspx .

Agency Profile

The Washington State Department of Health (DOH) works with federal, state, and local partners to help people in Washington stay healthy and safe. Our programs and services help prevent illness and injury, promote healthy places to live and work, provide education to help people make good health decisions and ensure our state is prepared for emergencies. DOH recognizes that employees are our most valuable resource. We trust them to be innovative, challenge existing processes, and make the best decisions. We strive to hire, develop, and retain a competent and diverse workforce. To learn more about DOH, visit http://www.doh.wa.gov .

Primary Duties

This position serves as the principal assistant for the Executive Director of NCQAC. This position completes varied and complex projects and makes decisions and acts for the Executive Director in administrative manners. Specific duties include:
  • Supervises administrative staff
  • Prepares correspondence for the Executive Director
  • Manages NCQAC business meetings; prepares and distributes agenda, monitors deadlines, records and prepares meeting minutes, point of contact for meeting questions from internal and external customers
  • Maintains new orientation manual and manages new staff orientation
  • Manages the legislative bill tracking, assignments and fiscal analysis systems during legislative sessions
  • Manages Governor and Secretary appointment processes for members of the Nursing Commission

Required Qualifications
NOTE: Experience may have been gained concurrently.

  • A Bachelor’s degree or higher in Business/Public Administration or a closely allied field; AND two (2) or more years (full-time equivalency) of progressively responsible experience providing clerical, secretarial, or administrative assistant and support to professional-level staff. (NOTE: Professional-level staff is defined at the Office Manager level or above.)
  • Demonstrated experience working in a complex organizational structure in which the incumbent is responsible for conferring, coordinating, and/or communicating with other staff within an organization.
  • Demonstrated experience working with staff explaining how to use hardware, and software programs to read, edit, and create documents;
o Hardware includes, but is not limited to:
• Desktop computers
• Laptops
• Tablets

o Software includes, but is not limited to:
• Adobe Reader, Professional, and Editor
• MS Word, Excel, and Outlook
• Password protection, creation, access to secured and unsecured sites
• GoTo Meeting and other webinar enhanced meeting software
  • Intermediate-level experience in MS Word and Excel; as well as demonstrated experience using MS PowerPoint and Outlook.

Desirable Qualifications
NOTE: Experience may have been gained concurrently.

  • One (1) or more years of experience leading or supervising the work of others.
  • One (1) or more years of experience preparing and monitoring budget expenses.
  • Demonstrated experience with LEAN Government training/practices.
  • Demonstrated experience working in a complex organizational structure in which the incumbent is responsible for conferring, coordinating, and/or communicating with board/commission members within an organization.

Conditions of Employment

  • Willing and able to work indoors, at a desk/workstation the majority of a work day, in an open office environment with possible conversation and other noise distractions, with or without an accommodation.
  • Willing and able to work in a smoke-free, drug-free, alcohol-free, and scent-neutral environment.
  • Willing and able to work the core business hours of 8 am to 5 pm, Monday through Friday, with a scheduled lunch break.
  • Willing and able to occasionally work in excess of 40 hours per week and/or to adjust normally scheduled hours, which may include evenings and weekends, to meet program needs and critical deadlines.
  • Willing and able to occasionally travel statewide and nationally to attend meetings.
  • Willing and able to work in a stressful environment with multiple priorities and competing deadlines.
  • Willing and able to interact and work with customers, some of whom may be frustrated or distressed, in a positive, friendly and supportive manner, that meets the needs and standards of the office and the agency.
The Washington State Department of Health is an equal opportunity employer. We strive to create a working environment that includes and respects cultural, racial, ethnic, sexual orientation, and gender identity diversity. Women, racial and ethnic minorities, persons with disabilities, persons over 40 years of age, disabled and Vietnam era veterans, and people of all sexual orientations and gender identities are encouraged to apply. Applicants wishing assistance or alternative formats in the process should contact Linda Riggle at (360) 236-4226, Linda.Riggle@doh.wa.gov , or TDD Relay at 1-800-833-6388.

Application Process

Individuals interested in applying for this position should select the "Apply" button and submit the following:

  • A current and detailed applicant profile.
  • Three (3) or more professional references (to be included in your applicant profile). Please include at least one supervisor, peer, and if you’ve supervised other staff, a subordinate.
  • Responses to the Supplemental Questions.

  • NOTE: Applicant review will begin May 16, 2013. The hiring authority reserves the right to make a hiring decision at any time.


    Supplemental Information:

    * Important information regarding the Application Process and the Supplemental Questions :

    Only applicants who follow the directions and complete the Application Process and Supplemental Questions in-full will have their responses reviewed for consideration.

    NOTE: Education and experience selected, listed and/or detailed in the Supplemental Questions must be verifiable on the detailed applicant profile submitted.

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