Administration Assistant 3 (Aa3) Doh7574

Description
Make a difference.
Join a great team and lead us into the future!
This fulltime, permanent Administrative Assistant 3 (AA3) serves as the administrative support for the Waste Management and Environmental Sciences Sections.
Responsibilities Include, But Are Not Limited To

• Develop and maintain multiple file systems and file indexes, including record retention. In-office hard copy filing and sending records to/from records retention.
• Coordinate travel arrangements and maintain records.
• Design, format, and finalize reports, environmental impact statements, licenses, fact sheets, presentations, briefing papers, tables, charts, and other papers of a technical nature, in Word, PowerPoint, and Excel, providing editorial expertise for grammar, punctuation, word usage, content, structure, readability, and adherence to office standards.
• Prepare purchasing documents for the Waste Management and Environmental Sciences Sections.
• Provide backup to other administrative support staff, including the office lead admin, as needed.
• Participate in radiological and other emergency preparedness and response drills and exercises.
• Edit and prepare correspondence, including confidential and sensitive material, for signature and specified delegated signature authority in the absence of the section manager.

The duty station for this position is in Tumwater, WA. Telework (mobile work) is currently expected. When approved, the incumbent is expected to report to the duty station for work activities. Partial telecommuting may be an option subject to supervisory approval. It is anticipated that the incumbent would be expected to at the Tumwater duty station for work activities 2 days a week.
Work that matters
Public health promotes and protects the health of all people in the state of Washington, in the communities where they live, learn, work, and play. We understand that our efforts to achieve more equitable health outcomes for the communities we serve begin with our ability to operationalize and institutionalize equity throughout our internal policies, systems, and practices.
About The DOH
The Washington State Department of Health (DOH) fights to defend the public’s health from threats in a rapidly evolving world. DOH’s programs and services, implemented in collaboration with local health departments and state, federal, tribal, and private partners, touch the lives of all Washingtonians and visitors to the state 24 hours a day, 7 days a week. DOH will continue to evolve and transform public health activities, taking it to the next level through our cornerstone values of Equity, Innovation, and Engagement. Learn more about the DOH and our Transformational Plan for the future of Washington health.
Why DOH
We are dedicated to your work-life harmony and offer one of the most competitive benefits packages in the nation, designed to support your lifestyle. To learn more about “Why DOH”, visit Work@Health.
Our Ideal Candidate
Has a driving passion for the work, brings humility to their job and interactions, and understand how their actions affect others. They see the needs and objectives of others and take them into account while achieving their objectives, and they adapt their approach and expectations accordingly. They demonstrate resilience and outward behaviors even when confronted with others who are not open or collaborative.
Required Qualifications
Experience defined below may have been gained through paid or unpaid activities and accrued concurrently. Please ensure any relevant experience defined below is outlined in your cover letter, resume, and/or applicant profile.
Option 1: AA degree or higher AND Two (2) or more years of progressively responsible experience providing administrative support functions in the following:

• Scheduling, reserving, and arranging meetings.
• Migrate paper systems for electronic record retention and records management systems.
• Formatting, proofing, and processing correspondence.
• Copying, formatting, processing, and filing documents
• Processing invoices or experience with accounts receivable/accounts payable

OR
Option 2: Three (3) or more years of progressively responsible experience providing administrative support functions in the following:

• Processing invoices or experience with accounts receivable/accounts payable
• Migrate paper systems for electronic record retention and records management systems.
• Copying, formatting, processing, and filing documents
• Scheduling, reserving, and arranging meetings.
• Formatting, proofing, and processing correspondence.

AND
Experience In The Following

• Experience using word processing tools such as: Word, Adobe Pro or Google Docs: to create, edit, and share reports.
• Experience using Microsoft 365 products to manage email, calendars, and Teams communications.
• Expeirence using database software or data management tools such as: Excel or DocuWare.
• Experience using virtual meeting tools to support presenters such as: Zoom, Teams or GoTo Meeting.
• Demonstrated experience in the following Technology Skills

Desired Qualifications
Demonstrated experience in the following:

• Prepare out-of-state travel requests.
• Experience with submitting state A19 forms and completing WA State Purchase Requests.
• Working with State Records Retention Schedule and archiving policies and/or procedures.
• Working with the state’s TEMS or travel reimbursement system.
• Using a variety of paper and electronic file systems.

Application Process
Intrigued? Click "Apply" to submit your detailed application profile along with the following:

• A current resume (without personal pictures).
• A cover letter (without personal pictures) describing how you meet the qualifications and why you are interested in this position.
• Three (3) or more professional references, to be listed in your profile under the references section, which includes at least one supervisor, peer, and (if you have supervised staff) someone you have supervised or led.

Attachments: Do not attach any documents that include photos, letters of recommendation, or private information (transcripts, social security number, year of birth, etc.).
Veterans: Applicants wishing to claim Veterans Preference must 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 birth year.
This position is covered by a bargaining unit for which the Washington Federation of State Employees (WFSE) is the exclusive representative.
Equity, Diversity, and Inclusion
We regard diversity as the foundation of our strength, recognizing that differing insights and abilities enable us to reflect the unique needs of the communities we serve.
DOH is an equal opportunity employer. We prohibit discrimination based on race/ethnicity/color, creed, sex, pregnancy, age, religion, national origin, marital status, the presence or perception of a disability, veteran’s status, military status, genetic information, sexual orientation, gender expression, or gender identity.
If you have questions, need alternative formats, or other assistance please contact Andrea Thieme at [email protected] or (360) 918-6601. or TDD Relay at 1-800-833-6384 or 7-1-1. Technical support is provided by NEOGOV, 855-524-5627 (can’t log in, password or email issues, error messages).
Conditions of Employment/Working Conditions
With or without accommodation, I am willing and able to:

• Legally operate a state- or privately-owned vehicle or provide alternative transportation while on state business.
• Occasionally travel alone or with another person throughout the region/state/nation, which may include overnight.
• Participate in emergency response exercises and emergency events/high-priority assignments as assigned.
• Work a full-time 40-hour work week and occasionally adjust work-schedule to meet business needs, which may include evenings and weekends. A flexible work schedule will be considered upon request and supervisor approval.

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