DSHS ESA Administrative Assistant 3

at  State of Washington Dept of Social and Health Services

ADMINISTRATIVE ASSISTANT 3

Are you ready to contribute to a mission-driven organization dedicated to making a difference in people’s lives? The Department of Social and Health Services (DSHS), Economic Services Administration (ESA), Community Services Division (CSD), is seeking a full-time Administrative Assistant 3 to join the Southwest Team at the Statewide Customer Service Contact Center. This position has the ability to be based at either our Vancouver, Kelso, or Tumwater office.
In this role, you will handle high-level administrative support duties, providing crucial support to the Southwest/WASHCAP Team Administrator. Your work will be key to the effective operation of CSD Administration within the Statewide Customer Service Contact Center, and you will collaborate with co-located Community Services Offices.
Join us in our mission to Transform Lives!

PREFERRED KNOWLEDGE, SKILLS AND ABILITIES:

• Experience with the following systems/programs: Excel, Visio, Microsoft Word, experience using video conferencing platforms (ex. Teams, Zoom, etc.).
• Timely and accurately use of multiple computer applications simultaneously
• Treat customers with respect, courtesy, and professionalism
• Work as a team member
• Able to multi-task
• Work independently
• Apply active listening skills
• Use effective personal, written, and verbal communication skills
• Respond appropriately to hostile customers
• Effectively and professionally interact with a diverse customer base
• Refer or direct customer to correct internal and external destinations
• Maintain confidentiality
• Determine, upon program need, required WACs, RCWs, and Administrative Policies
• Regular and predictable attendance
• Apply time management principles
• Organize and prioritize work processes
• Maintain physical and electronic files and retrieve them rapidly
• Knowledge of DSHS Risk Assessment and Self-Evaluation procedures and requirements

• This position has delegated responsibility by the Administrator for coordinating contact center information, inquiries, and problem resolutions with a large number of staff and vendors, frequently and professionally
• Periodically presents technical information to a large number of staff in a variety of mediums (written and verbal)
• Make travel arrangements and maintains record of travel itineraries
• Perform complex duties using Word, Excel, Visio and Microsoft Office Software to process tasks, merging, sorting and integrating text with graphics, spreadsheets and date files. Proficient in the use of video conferencing to schedule, coordinate and trouble shoot as required
• Develop, modify and/or maintain financial and office documentation, applying delegate’s signature when needed, serve and as a replacement and attend meetings on behalf of the administrator, office record keeping and filing systems
• Monitors compliance to administrative policies and controls. Acts on behalf of the Administrator when completing Risk Assessment and Self-Evaluation and will fill as a replacement and attend meetings on behalf of the administrator
• Provides ongoing recommendations regarding changes to internal controls for specific areas of the budget, while monitoring and controlling all expenditures of travel, training, supplies and equipment
• Responsible for ordering and accounting for all ongoing management of office space and equipment
• Establish and maintain effective working relationships with staff, management team, and external parties
• Coordinate unit operations by managing calendars and scheduling meetings
• Serve as liaison between managers and other staff members by relaying information and assignments, requesting status information, and tracking appropriately
• Serve as records coordinator for various units
• Coordinate special projects and preparation of comprehensive plans, summaries, and progress reports