Administrative Assistant (AA 3) DOH8984

Administrative Assistant 3

Prevention and Community Health 

Permanent · Full-time · Remote

This home-based (remote) position is open to Washington residents and those living in Oregon and Idaho only.

The Opportunity

The Washington State Department of Health (DOH), Division of Prevention and Community Health (PCH), works with communities and partners across Washington to improve health, address health inequities, and support healthier individuals and families. Within PCH, the Office of the Assistant Secretary supports leadership and coordination across a broad range of prevention and community health efforts.

This position provides administrative support to the PCH Director of Policy and Legislative Relations, Policy Manager, PCH Tribal Liaison, and associated staff. As part of the Office of the Assistant Secretary’s administrative support team, this position helps coordinate day-to-day operations, maintain effective systems and processes, and ensure staff have the administrative support needed to advance PCH priorities.

Key Responsibilities Include:

Administrative Support

• Provide administrative support to the Director of Policy and Legislative Relations, Policy Manager, Tribal Liaison, and associated staff, including scheduling, correspondence, document preparation, and meeting coordination. 
• Coordinate calendars, meetings, materials, and follow-up activities to support effective communication and workflow. 

Coordination & Organization

• Maintain organized records, files, tracking systems, and administrative processes to support timely and accurate work. 
• Coordinate information and requests across the Office of the Assistant Secretary, PCH programs, and internal and external partners. 

Communication & Customer Service

• Respond to inquiries, route requests, and provide information to staff and partners in a timely and professional manner. 
• Support meetings and events by preparing materials, coordinating logistics, documenting information, and tracking follow-up items. 

Why You’ll Love This Role

This role offers an opportunity to contribute to work that supports the health and well-being of people throughout Washington while working closely with PCH leadership and a collaborative administrative team. The position provides exposure to policy, legislative relations, Tribal engagement, and public health programs, making it a great opportunity to build knowledge of state government and public health operations. The role also offers opportunities to strengthen administrative, organizational, communication, and coordination skills while supporting work with a meaningful public health impact.

The Ideal Candidate

The ideal candidate is organized, dependable, and able to manage multiple administrative priorities while providing responsive support to leadership and staff. They communicate clearly, handle information with appropriate discretion, and are comfortable coordinating schedules, meetings, documents, and follow-up activities. They are able to build positive working relationships with people across different teams and contribute to a collaborative administrative support environment.

Required Qualifications 

There are multiple pathways to qualify for this position. You must meet one of the options provided and any additional criteria listed. Experience may have been gained through paid or unpaid activities. 

Please ensure any relevant experience defined below is outlined in your cover letter, resume, and/or applicant profile.

Option 1: Three years of clerical, office and/or administrative experience supporting multiple departments.

Option 2: An associate’s degree (or higher) in business administration, public administration, or a closely related field may substitute for experience AND one year of clerical, office and/or administrative experience in supporting multiple departments.

Additional Required Knowledge, Skills, Abilities, and Experience

• Experience composing, preparing, proofreading, formatting, and editing professional correspondence, reports, meeting materials, and other business documents.
• Experience arranging business travel, including transportation, lodging, and travel-related documentation.

• Experience coordinating meetings and events, including scheduling, preparing agendas and meeting materials, recording minutes, coordinating logistics, communicating with participants, and tracking follow-up actions.
• Experience providing project support, including coordinating tasks and assignments, tracking deadlines, communicating progress, and coordinating work with project team members.

• Practical skills in Adobe and Microsoft 365 applications, including Outlook, Word, Excel, Teams, and SharePoint, to perform administrative functions

Preferred Qualifications

While these aren’t required, having them can help you stand out as a candidate.

• Knowledge of indigenous systems, tribal customs, politics and protocols
• Advanced-level experience 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.
• Intermediate-level experience 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 e-mail and to coordinate schedules and schedule meetings.

• Use of Excel, including the use of simple formulas (SUM, VLOOKUP, IF) and ability to utilize data validation and conditional formatting.
• Customer service experience includes resolving problems and responding to inquiries regarding policies, procedures, and services.
• Communication skills, both written and verbal to provide direction and information to varied levels of involvement and commitment
• One (1) year working with procurement/purchasing procedures and/or policies.

Employee Benefits 

We offer a solid benefits package that supports you and your family’s health, financial security, and work-life balance. You’ll have access to comprehensive medical, dental, and vision coverage, life and long-term disability insurance, flexible spending and health savings accounts, and retirement plans that help you plan for tomorrow while you’re living today. Paid holidays, vacation and sick leave help you recharge, and additional programs like dependent care assistance and professional development opportunities add value beyond basic coverage. Join us and enjoy benefits designed to care for you as much as you care about public health. Learn more about DOH benefits and see how we support your life at work and beyond by visiting Work@Health. 

About the Washington State Department of Health

We're nearly 2,700 professionals across Washington working together to protect and improve community health. Guided by our values of Equity, Innovation, and Engagement, we address health disparities, respond to emerging challenges, and strengthen systems that support resilience.

At DOH, we help reduce barriers, collaborate with diverse communities, and champion equitable health outcomes. We're passionate people who are driven to make a difference in public health. Our work depends on people who take action to learn and grow and who take action to meet the needs of others every day, in service of a healthier Washington. Explore more about the Department of Health, our programs, and our impact by visiting our website.

Working Conditions:

The following describes the working conditions of this position, with or without reasonable accommodation.

Work Setting:

• This position's work can be performed fully remotely. No regular in-person attendance is required. If onsite work is requested by the supervisor, the request will be planned and communicated in advance. 
• It is anticipated that quarterly in-person events in Tumwater WA are expected. 
• Openofficeenvironment.Thispositionrequiresbeingstationary and working at a computer for extended periods of time.
• Work is performed almost exclusivelyindoorsinanoffice environment.
• Exposureto hazards islimitedtothose commonly found in government office environments.
  • Afast-pacedenvironmentwithmultipleassignments and priority deadlines.

Schedule:

• Workmorethan40hoursperweek whennecessary toperformthe corefunctionsof the position.StandardbusinesshoursareMonday – Fridayfrom 8:00 AM to 5:00 PM, but the incumbent may be expected to adjust their work schedule to meet business needs.

Travel Requirements:

• Travel occasionally, asneeded,eitheraloneor withanotherperson, overnight,forseveraldaysand/oroutofstate.Willingand able to legally operate a state- or privately-owned vehicle OR provide alternative transportation while on state business.

Tools & Equipment:

• Thispositionmayrequirefrequentphoneconversationswhilelookingupinformation on the computer.Duties require the use of standard office furniture and equipment (e.g., desk, filing cabinet, computer, printer, telephone, fax machine, copy machine, etc.)

Customer Interactions:

• Dailycontactwithoffice-levelmanagersandstaff.Frequentcontact withotherstate, federal, national partners or organizations.

Other:

• This position is covered by a bargaining unit for which the Washington Federation of State Employees (WFSE) is the exclusive representative.
• Ability to take action to learn and grow
• Ability to take action to meet the needs of others
• The DOH campus is a smoke-free, drug-free, alcohol-free, scent-neutral environment. 
• This position may be required to conduct and/or participate in public health emergency preparedness and response activities. 

APPLICATION DIRECTIONS:

We’re committed to a fair and equitable hiring process. Only materials submitted through the official application will be considered. Emailed resumes or documents won’t be accepted or shared with the hiring manager.

Click “Apply” to complete your application. Attach your resume, cover letter, and DD-214 (if applicable). List at least three professional references, directly in your Applicant Profile or as a separate attachment, including a supervisor, a peer, and someone you’ve supervised or led (if applicable).

DO NOT INCLUDE private details like your SSN or birth year, personal photos, transcripts, certifications, diplomas, projects, portfolios, or letters of recommendation.

Veterans Preference: Applicants wishing to claim Veterans Preference must attach a copy of their DD-214 (Member 4 copy), NGB 22, or a 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

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. 

Questions and Accommodations: If you have questions, need assistance with the application process, require an accommodation, or would like to request this posting in an alternative format, please contact Andrea Thieme at employment@doh.wa.gov and reference DOH8984.

Technical Support: Reach out to NEOGOV directly at 1-855-524-5627 for technical support and login issues. 

This recruitment may be used to fill positions of the same job classification across the agency. Once all the position(s) from the recruitment are filled, the candidate pool may 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. 

Experience and education selected, listed, or detailed in the Supplemental Questions must be verifiable on the submitted applicant profile.