Washington State Administrative Assistant 3 - PROJECT - Emergency Preparedness and Response (DOH3796) in Tumwater, Washington


Administrative Assistant 3 – PROJECT Office of Emergency Preparedness and Response

About EPR and the Position

The Office of Emergency Preparedness and Response (EPR) works to build a public health system, equipped with new tools and strengthened by close ties with many partners, that is capable of responding effectively to any health emergency.

Reporting to the Deputy Chief of Administrative Services and as a member of the EPR Administrative Professionals Team (APT), this position contributes to the agency and office mission by assuring that EPR staff have the materials and administrative support needed to accomplish the work of the office and keep the office running smoothly.

The Washington State Department of Health is a First Response agency. This position will have an identified emergency response role as determined by the needs of the agency, direction of supervisor and interest and skills of the employee.

This full-time project Administrative Assistant 3 (AA 3) is currently funded through June 30, 2020. This recruitment may be used to fill other AA 3 positions within the office.

To learn more about EPR, visit http://www.doh.wa.gov/AboutUs/ProgramsandServices/EmergencyPreparednessandResponse.

About DOH and our Employer of Choice Initiatives

Washington State Department of Health (DOH) works with federal, state, tribal, 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. To learn more about the agency, visit DOH and DOH Infographic.

DOH is a great place to work and has implemented several "Employer of Choice" initiatives, including:

  • We are committed to diversity and inclusion. DOH fosters an inclusive environment that encourages all employees to bring their authentic selves to work each day. We strive to hire, develop, and retain a competent and diverse workforce that is reflective of the customers we serve.
  • We have an engaging Wellness@Health program which offers programs that support healthy behaviors and work/life balance. Our program provides wellness education, access to healthy food, physical activity classes, stress relief, and many other resources to support a healthy you.
  • We support a healthy work/life balance by offering flexible/alternative work schedules, and mobile and telework options. (Depending upon job duties.)
  • We are making exciting steps towards modernizing our workplace by providing motivating and inspiring workspaces that promote creative thought, innovation, and collaboration among co-workers. (Click to take the DOH Workplace Modernization Virtual Tour.)
  • We have an Infant at Work Program that is based on the long-term health values of breastfeeding newborns and infant-parent bonding. Eligible employees who are new mothers, fathers, or legal guardians can bring their infant (6 weeks to 6 months) when returning to work. (Click to view KING 5's Drew Mikkelsen reports on the Infant at Work program.)

What will you be doing? – Duties include:

  • Preform general administrative support for the Office of Emergency Preparedness and Response (EPR).
  • Coordinate both small and complex large scale meetings, conference calls and trainings with office and agency staff and a large variety of external partners.
  • Coordinate and complete travel arrangements for office staff and partners as necessary.
  • Research products or services as necessary. Prepare procurement requests, routing for appropriate signatures and to the procurement office.
  • Process invoices for both regular ongoing and one time payments, investigating and resolving any issues.
  • As an office payroll coordinator, independently plan and prioritize work to meet the semi-monthly payroll deadlines for 30+ employees.
  • As an office ServiceCentral coordinator, submit requests via ServiceCentral for onboarding, off-boarding, position action requests, IT technology and telecom needs, facilities issues and more. Answer ServiceCentral questions for staff.
  • Participate as a member of the DOH Emergency Response Team in an assigned role. Participate in regular exercises and EPR identified initial and refresher training, including Federal Emergency Management Agency (FEMA) National Incident Management System (NIMS) Incident Command System (ICS) courses to obtain and maintain response qualifications.

What we're looking for – Required Qualifications * (NOTE: Experience may have been gained concurrently.)*

  • Three (3) or more years (full-time equivalency) of progressively responsible experience providing administrative and/or secretarial support in a professional office setting.
  • Demonstrated experience in the following:
  • Effectively using independent judgment to resolve complex issues, problems and prioritize work to meet deadlines.
  • Researching, compiling, organizing and analyzing information.
  • Drafting, formatting, editing and proofreading complex documents.
  • Accurately entering data and/or keyboarding at 40 words or more per minute.
  • Using MS Word to create, format and edit tables, columns and charts; import data and sort table data; insert and format sections, and create headers and footers.
  • Using MS Excel to create and manipulate large or complex spreadsheets, use complex mathematical formulas to calculate data and link worksheets; import data from other sources, filter lists, and create and format charts and graphs.
  • Using MS Outlook to compose, send and respond to emails; coordinate schedules and calendar appointments.

Desired Qualifications

(NOTE: Experience may have been gained concurrently.)

  • Four (4) or more years (full-time equivalency) of progressively responsible experience providing administrative and/or secretarial support in a professional office setting.
  • Two (2) or more years (full-time equivalency) of experience in the following:
  • Effectively giving and receiving information both orally and in writing to diverse audiences.
  • Applying quality improvement tools to improve efficiency, accuracy and overall quality of processes.
  • Drafting, formatting, editing and proofreading complex documents.
  • Demonstrated experience in the following:
  • Providing administrative support in a Washington State government office.
  • Handling confidential information and documents.
  • Using GoToMeeting
  • Using MS SharePoint
  • Completion of the FEMA courses NIMS ICS: 100 and 700

Conditions of Employment/Working Conditions

With or without an accommodation, I am:

  • Willing and able to work indoors, at a desk/workstation the majority of a work day, in an open office environment with conversation and other noise distractions.
  • Willing and able to work in a tobacco-free, drug-free, and alcohol-free environment.
  • Willing and able to work 8am to 5pm, Monday through Friday. A flexible work schedule may be considered upon request and supervisory approval, after an initial review period.
  • Willing and able to occasionally work in excess of 40 hours per week and/or to adjust normally scheduled hours, which may include evening, weekends and holidays, to meet program needs, critical deadlines and/or for an agency emergency response.
  • Willing and able to occasionally travel throughout the state which may include overnight stays, as required, while performing the duties of this position.
  • Willing and able to work in a fast-paced/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.

Note: This position is covered by an "Agency Shop" provision. Therefore, as a condition of employment, the incumbent of this position must either join the union and pay union dues, or pay the union a representational or other fee within 30 days of the date you are placed into pay status.

The Washington State Department of Health (DOH) is an equal opportunity employer. DOH strives to create a working environment that is inclusive and respectful. It is our policy to prohibit discrimination on the basis of race, sex, color, national origin, religion, sexual orientation, gender identity or expression, age, veteran status, political affiliation, genetics, or disability in the recruitment, selection, and hiring of our workforce. Applicants wishing assistance or alternative formats in the process should contact Cher Williams at (360) 236-4545, Cher.Williams@doh.wa.gov or TDD Relay at 1-800-833-6384 or 7-1-1.

Application Process

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

  1. A current detailed applicant profile; AND attach your detailed Letter of Interest that addresses the "Required and Desired Qualifications" (as listed above) and Resume to your profile.
  2. Three (3) or more professional references, to be included in your profile. Please include at least one supervisor, peer, and (if you have supervised other staff) a subordinate.
  3. Responses to the Supplemental Questions.

IMPORTANT: _DO NOT attach transcripts OR other documents that are not requested in the Application Process, or that are password protected. These type of documents cause errors when downloading application materials and will not be forwarded to the hiring supervisor. VETERANS_, please feel free to attach a copy of your DD214.

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Salary: $2,778.00 - $3,612.00 Monthly

Location: Thurston County – Tumwater, WA

Job Type: Project (limited duration)

Department: Dept. of Health

Job Number: DOH3796

Closing: 9/24/2017 11:59 PM Pacific

Agency: State of Washington

Address: View Job Posting for Agency Information View Job Posting for Location, Washington, 98504.

Phone: View Posting for Agency Contact

Website: http://www.careers.wa.gov