New job Administrative Assistant 1 (DOH5462) in Washington

Administrative Assistant 1 (DOH5462)

Company : State of Washington Dept. of Health
Salary : $2,799 - $3,616 a month
Location : Washington

Full Description


The HSQA Office of Investigative and Legal Services (OILS) goals include: improved patient safety, increased public confidence in our ability to protect public health through the disciplinary process, thorough approaches to system improvements, clear lines of authority and accountability, increased span of control for supervisors, and seamless and efficient delivery of services.

This full time permanent Administrative Assistant 1 position supports the department’s mission and OILS goals by providing critical administrative support specific to the disciplinary process against licensed health professionals. This position is integral in the delivery of quality disciplinary services to HSQA programs and other entities and works to ensure that performance measures are met regarding the timeliness of disciplinary cases. This position also assists with compliance with State of Washington law, regulations, and procedures by assuring the accuracy and completeness of regulatory documentation, files, and records.

The duty station for this position is in Tumwater, WA. Due to the COVID-19 pandemic, telework (mobile-work) is currently expected. When approved to return, the incumbent is expected to report to the duty station for work activities. Partial telecommuting may be an option subject to supervisory approval.

About the Department of Health
The vision of the Washington State Department of Health (DOH) is equity and optional health for all. Our mission is to work with others to protect and improve the health of all people in Washington state.

Our Values
Good organizations know what they do and how they do it. Great organizations also understand why they do it. Our values are:
  • Human-centered: We see others as people who matter like we do and take into account their needs, challenges, contributions, and objectives.
  • Equity: We are committed to fairness and justice to ensure access to services, programs, opportunities, and information for all.
  • Collaboration: We seek partnership and collaboration to maximize our collective impact. We cannot achieve our vision alone.
  • Seven Generations: Inspired by Native American culture, we seek wisdom from those who came before us to ensure our current work protects those who will come after us.
  • Excellence: We strive to demonstrate best practices, high performance, and compelling value in our work every day.

Benefits of Working for DOH
Washington is America's Top State, according to U.S. News (2021), and provides one of the most competitive benefits packages in the nation.

Tumwater is a vibrant city just south of Olympia, the state's capital, with a small-town feel conveniently situated between Seattle and Portland. Tumwater enjoys the benefits of an engaged and educated community and a well-supported school system, with two universities and a community college within a ten-mile radius.

We also offer:
  • A healthy life/work balance by offering flexible schedules and telework options for many positions.
  • Growth and development opportunities.
  • A wellness program that offers education, access to healthy food, and fitness classes.
  • Opportunities to serve your community through meaningful work.
  • A commitment to diversity and inclusion by fostering an inclusive environment that encourages all employees to bring their authentic selves to work.
  • An Infant at Work Program that is based on the long-term health values of breastfeeding newborns and infant-parent bonding.
  • A modernized workplace.

Duties Include

  • Under general supervision, provide administrative support for OILS business operations, the OILS Operations Manager, and OILS staff by performing technical and routine functions that support the complaint response and disciplinary activities relating to allegations of violations of the Uniform Disciplinary Act (UDA), RCW 18.130, and the disclosure of records pursuant to the Public Records Act, RCW 42.56.
  • Compose memos for the reviewing board/commission members, place hardcopy inside the case file and mail to appropriate members.
  • Ensure payments for copy jobs are accurate, provide appropriate MI codes, and approve for payment for investigation cases copied at the cop y center.
  • Receive and process invoices for copies; scan and file invoices as appropriate for tracking purposes.
  • Prepare and send boilerplate disciplinary/investigative notices and evidence that is confidential and sensitive in nature.
  • Assist case managers with preparing for Board/Commission case review by gathering background information, creating copies of documents, and putting information into binders/files.
  • Provide back-up support to complaint intake unit.
  • Provide back-up support to investigative and legal intake desk.
  • Other Duties as Assigned.

What we’re looking for
Our ideal candidates are innovative and thoughtful professionals who view the world and everyone in it through a lens of diversity, equity, and inclusion. They have the personal courage, tenacity, and humility to hold themselves and all others responsible for embodying our purpose and values.

The successful candidate is a team player, defined as having a driving passion for the work, bringing humility to their job and people interactions, and understanding how their words and actions impact others.

Required Qualifications
Two (2) or more years of secretarial or administrative experience within a demanding, high-production environment and professional office setting;


Two (2) or more years of experience using the following:
  • Word processing software, such as MS Word, to create, format, edit, preview, print and save documents. Use standard functions to select, edit, copy, paste, format, and spell check text.
  • Electronic communication and calendar programs, such as MS Outlook to compose, send, and respond to electronic mail, and coordinate schedules, and schedule meetings.
  • Electronic database system to update and/or maintain records.
  • Internet to access, research, find, and download information.
  • Spreadsheet software, such as MS Excel to create, modify, print, and format spreadsheets, find and replace data, work with basic formulas, filter and sort data, and create/format charts and graphs.

Note: Prior to a new hire, a background check including criminal record history will be conducted. Information from the background check will not necessarily preclude employment but will be considered in determining the applicant's suitability and competence to perform in the position.

Desired Qualifications
  • Associate’s degree or higher from an accredited educational institution;
  • Progressively responsible administrative or secretarial experience in the legal or regulatory field;
  • Demonstrated proficiency with HSQA Integrated Licensing and Regulatory System (ILRS);
  • Demonstrated experience working in a complex organizational structure;
  • Demonstrated experience formatting and proofreading complex documents.

Application Process
Intrigued? Click "Apply" to submit your detailed application profile along with the following:
  • A cover letter, describing how you meet the qualifications and why you are interested in this position.
  • A current resume.
  • Three (3) or more professional references, to be included in your profile. Please include at least one supervisor, peer, and (if you have supervised staff) someone you have supervised or led.

Important Note: Do not attach documents that contain private information (social security number, date of birth, transcripts, etc.) or documents that are password protected. These documents will not be reviewed and may cause errors within your application when downloaded.

Applicants wishing to claim Veterans Preference should attach a copy of their DD-214 (Member 4 copy), NGB 22, or signed verification of service letter from the United States Department of Veterans Affairs to their application. Please remove or cover any personally identifiable data such as social security numbers and year of birth.

The Washington State Department of Health (DOH)?is an equal opportunity employer. DOH strives to create a working environment that is inclusive and respectful. We prohibit discrimination based on race, sex, color, national origin, religion, sexual orientation, gender identity, age, veteran status, political affiliation, genetics, or disability.

This is a position covered by a bargaining unit for which the Washington Federation of State Employees (WFSE) is the exclusive representative.

Conditions of Employment/Working Conditions
With or without an accommodation, I am willing and able to:
  • Anticipated hours are Monday through Friday, 8:00 a.m. to 5:00 p.m. May occasionally require work in excess of 40 hours per week to meet critical deadlines. Regular and consistent attendance is an essential requirement of this position in order to address business needs. During a public health emergency, will assist with emergency response activities as assigned.
  • Requires ability and willingness to work indoors, in an open-office environment with conversation and other noise distractions. Willing to work in a tobacco-free campus.
  • Must be willing and able to proficiently work in a fast-paced environment with multiple assignments and priority deadlines.
  • Must be able to transition easily between tasks and multiple interruptions, despite noise and other distractions. Requires ability to access and organize files in a paper-based environment, including retrieving files from a variety of locations such as high-density settings at ground level and above five feet high. Ability to move or transport boxes of files weighing up to 30 pounds.
  • Operates standard office equipment such as desktop and laptop computers, printer, multiple-line telephone, copy machine, scanner, fax machine, paper shredder, etc.
  • Must be willing and able to work with a team that shares work responsibilities and helps each other to achieve goals and deliverables. Must be willing to learn and perform new administrative tasks needed to support the team. Requires willingness and ability to promote cooperation within the team and maintain effective relationships with co-workers and customers by treating others fairly and respectfully, demonstrating a balance between building rapport and getting the work done.
  • Must be willing and able to maintain confidentiality of sensitive.

If you have questions, need alternative formats or other assistance please contact Marchelle Robinson at (360) 236-4277, or TDD Relay at 1-800-833-6384 or 711 (Washington Relay). Technical support is provided by NEOGOV, 855-524-5627 (can’t log in, password or email issues, error messages).


Supplemental Information

This recruitment may be used to fill other positions of the same job classification across the agency. Once all the position(s) from the recruitment are filled, the recruitment may only be used to fill additional open positions for the next sixty (60) days.

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

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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