Description

DSHS Executive Assistant

We're hiring an essential team member to join DSHS's Office of Justice and Civil Rights within the Office of the Secretary (OOS). The OJCR ensures fair, thorough, and expeditious investigations of Equal Employment Opportunity and Civil Rights complaints from staff and clients in strict compliance with regulations and state and federal laws. A hybrid telework schedule is available for this opportunity.

Reporting to the OJCR Senior Director, this job opportunity gives you the chance to grow your knowledge in a specialized area, at a sustainable salary, with great benefits. If you consider yourself an organized and detailed executive assistant, join us in Transforming Lives and be part of our hard-working team of professionals who provide services to WA state citizens.

You will perform a critical role in DSHS by assisting key executives with scheduling, organization and administrative tasks to include managing calendars, coordinating schedules, billing and ordering, and coordinating communications.

Some of what you’ll do:

• 
  Provide confidential and administrative support to the Senior Director
• Assist with complex and highly confidential issues, projects, programs and personnel matters
• Maintain administrative and confidential records
• Direct, coordinate, monitor and ensure completion of major assignments to or from the Senior Director’s desk
• Initiate memos, reports or responses on behalf of the Senior Director
• Review critical and sensitive information and determines if more information is needed before tracking and forwarding for review
• Edit and finalize materials for signature, exercise signature authority as appropriate
• Act as liaison between the Senior Director and professional staff on issues or assignments
• Provide administrative support to Human Resources activities
• Serve as a liaison with the Secretary’s Office and Governor’s Office concerning public complaints or problems
• Manage calendaring and meeting scheduling for the desk of the Senior Director
• Create, gather and organize meeting materials and assignments
• Attend meetings and makes administrative decisions on behalf of the Senior Director and/or comprehends and interprets complex discussions and independently composes clear, accurate, and concise meeting notes
• Manage and track travel arrangements and coordinates logistics for the Senior Director

What we’re looking for:
Professionals with two years of current experience providing administrative support to an executive-level manager AND

• College degree or successful completion of college level courses
• Ability to exercise professional judgement and work with sensitive, public policy, and personnel issues while maintaining confidentiality
• Excellent oral, written and interpersonal communication skills, including the ability to communicate clearly and effectively
• Self-starter with the proven ability to anticipate executive needs, work well in stressful situations, and respond appropriately to emergencies
• Ability to comprehend and interpret complex discussions and independently compose clear, accurate, and concise notes
• Ability to multi-task, prioritize work for self, balance workload, meet short deadlines, and work independently or collaboratively in a fast-paced environment with strong attention to detail
• Experience working in a government organization
• Working knowledge of State government organization and administrative procedures, Federal and local government functions, office methods and protocols, and DSHS policies
• Demonstrated proficiency in the use of Microsoft Windows Office suite (Outlook, Word, Excel, PowerPoint, Visio) so that work can be completed with speed at a high level of quality and accuracy

Our Department of Social and Health Services (DSHS) mission to Transform Lives requires that we come together with a sense of belonging, common purpose, shared values and meaningful work. It is crucial to our agency’s mission that you bring an equity, anti-racism and social justice commitment to your work with DSHS. We strive to create greater access and affirming representation of the communities we serve, including Black, Indigenous and People of Color, people with physical, behavioral health, and intellectual disabilities, elders, LGBTQIA+ individuals, immigrants and refugees, and families building financial security.

Questions about this opportunity? Please contact Jourdan.Phipps@dshs.wa.gov and reference job number 03186.

Employees of the Department of Social and Health Services (DSHS) are required to be fully vaccinated against COVID-19 as a condition of employment. Any offer of employment is contingent upon verification of your vaccine status. Please note medical or religious accommodation may be available once an offer of employment is made.

Supplemental Information

Prior to a new hire, a background check including criminal record history may 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 job. This announcement may be used to fill multiple vacancies. Employees driving on state business must have a valid driver's license. Employees driving a privately owned vehicle on state business must have liability insurance on the privately owned vehicle.

Washington State Department of Social and Health Services is an equal opportunity employer and does not discriminate in any area of employment, its programs or services on the basis of age, sex, sexual orientation, gender, gender identity/expression, marital status, race, creed, color, national origin, religion or beliefs, political affiliation, military status, honorably discharged veteran, Vietnam Era, recently separated or other protected veteran status, the presence of any sensory, mental, physical disability or the use of a trained dog guide or service animal by a person with a disability, equal pay or genetic information. Persons requiring accommodation in the application process or this job announcement in an alternative format may contact the Recruiter at (360) 725-5810. Applicants who are deaf or hard of hearing may call through Washington Relay Service by dialing 7-1-1 or 1-800-833-6384.

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