This announcement will be used to fill two (2) full-time, permanent Administrative Assistant 1 positions located within the Office of Investigative & Legal Services (OILS).
Our administrative team of four (4) provides support to all of OILS 100+ staff. We work closely with each other and strive to curate a work environment focused on honesty, accountability, and collaboration. While job duties are specifically assigned, we provide backup support for each other on a regular basis.
Make a difference.
As an Administrative Assistant 1, you will:
Provide critical administrative support specific to the disciplinary process of licensed health professionals.
Assist with compliance with State of Washington law, regulations, and procedures by assuring the accuracy and completeness of regulatory documentation, files, and records, and by ensuring the efficient and effective management of agency records pursuant to WAC 434-640-010.
Responsibilities include, but are not limited to:
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, the disclosure of records pursuant to the Public Records Act, RCW 42.56 and the general management, organization, and retention of program records.
Regularly monitoring multiple inboxes for a variety of requests.
Troubleshooting equipment issues for staff.
Receiving and processing requests for translation of written documents.
Assisting higher-level staff in the retrieval of records and/or requests to locate information, files, or documents.
Supporting public disclosure request, records retention, and file archive activities.
Answering mainline when needed, monitor voicemail and route message to appropriate person.
Preparing A-19’s for all invoices for vendor bills as needed including invoices received for open purchase orders ensuring accuracy in all entries, route for operation managers approval and send to accounting for payment.
Providing back-up support to complaint intake unit.
The duty station for this position is in Tumwater, WA. Telecommuting may be an option after completion of a training period, subject to supervisory approval. It is anticipated that the incumbent would be expected to report to the Tumwater duty station for work activities five (5) days weekly.
Two (2) or more years of experience in the following:
Secretarial or administrative experience within a demanding, high-production environment, and professional office setting.
Using word processing software, such as MS Word, to create, format, edit, preview, print and save documents; using standard functions to select, edit, copy, paste, format, and spell check text.
Using electronic communication and calendar programs, such as MS Outlook to compose, send, and respond to electronic mail, and coordinate schedules, and schedule meetings.
Using an electronic database system to update and/or maintain records.
Using the internet to access, research, find, and download information.
Using 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.
Our programs and services help prevent illness and injury, promote healthy places to live and work, provide information to help people make good health decisions and ensure our state is prepared for emergencies. To accomplish all of these, we collaborate with many partners every day.
We help ensure a safer and healthier Washington by:
Working to improve health through disease and injury prevention, immunization, and newborn screening
Providing health and safety information, education and training so people can make healthy choices
Promoting a health and wellness system where we live, learn, work, play and worship
Addressing environmental health hazards associated with drinking water, food, air quality and pesticide exposure
Protecting you and your family by licensing healthcare professionals, investigating disease outbreaks and preparing for emergencies