Washington State DSHS Administrative Assistant 3 in Lakewood, Washington


The Aging and Long-Term Support Administration, Residential Care Services, is looking for a highly motivated, culturally competent Administrative Assistant 3 for their office in Lakewood, WA.

If you:

  • are excited about a career that helps the welfare of the State of Washington's most vulnerable populations
  • are an excellent communicator
  • have a genuine interest in human services
  • are someone who enjoys working in a fast-paced environment
  • are able to work independently, but can also collaborate with teammates... ...then this job is perfect for you!

The ideal candidate has strong communication skills, a positive disposition and is excited to bring their experience to our administration.

You'll provide administrative and secretarial support of a confidential nature to the Residential Care Services (RCS) Field Managers and staff who are responsible for regulatory quality assurance for licensed adult family homes, assisted living facilities and nursing homes.

*Some of what you'll do: *

  • Provide administrative support to the Residential Care Services (RCS) Field Managers and RCS staff, including maintaining communications with State and Federal entities; establishing, implementing and maintaining systems for efficient office functioning such as processing reports and entering data into computer systems; and meeting, tracking and analyzing internal and external performance measures
  • Implement accurate and timely processing of federal and state inspection/survey data including entry in computer systems (ASPEN, ACTS, AEM, TIVA, FMS, complaint tracking systems and regional logs) per required statutory deadlines, and management of facility report packages
  • Monitor statement of deficiencies reports and provider's corrective action plans receipt per federal and state requirements. Resolve issues around receipt, submission, and time frames to ensure federal and state requirements are met
  • Coordinate transmittal of required federal information and internal qualify control information
  • Run and analyze reports to track Performance Measures
  • Process enforcement packets and letters that go to residents and families for summary suspensions and revocations
  • Manage unit records facility files retained in the office, to include processing public disclosure and discovery requests per state/federal statutory requirements for the AFH/ALF/NH programs
  • Screen calls and/or visitors; respond timely to a high volume of inquiries; keep Field Manager and Regional Administrator informed of all regional correspondence with parties outside of the region who inquire about unit or region from federal government, Long Term Care Ombudsman Program, police, prosecutors, media, public complainants, provider associations, providers, and advocacy associations
  • Develop new and/or modify existing work methods, procedures, or strategies to solve new or unusual problems; compose correspondence as needed; proofread various documents (grammar, punctuation, formatting)
  • Perform administrative support duties for the Field Manager and/or staff members to relieve them of day-to-day administrative duties; apply knowledge of Field Manager's and/or staff members' work commitments to include status of projects and nature of contracts; maintain staff calendars as requested; administer, provide and/or coordinate office functions such as, records management, equipment handling and report preparation
  • Provide back-up support for other Administrative Assistant 3 staff; attend and participate in education/training events

What we are looking for:

  • Knowledge and application of: office procedures and practices; records management; business management/practices; research methods, data collection and measuring work production; inventory control; communication and correspondence practices
  • Ability to: work independently; read, understand, and interpret policies and procedures; develop written reports; work effectively with others; communicate effectively, both in writing and speech with management, peers, residents, and the public as required to carry out the assigned duties of the position; maintain confidentiality of documents, records and other information
  • Computer skills to effectively use and maintain programs related to position, keyboarding or typing accurately at a net speed of 50 words per minute or faster
  • Ability to multi-task and prioritize workload
  • Ability to meet time requirements for submission of data; deadlines
  • Ability to operate standard office equipment; such as printer, copier, fax machine and multi-line phone system
  • Ability to maintain liaisons/communications with other state and federal agencies

Who should apply? High School Graduates, or those who have obtained their GED, with* *three years of progressively responsible experience in office/clerical, secretarial, bookkeeping, accounting, or general administrative work

Formal education and/or training in office or administrative occupations, bookkeeping or accounting will substitute year-for-year for experience.

Please submit the following in addition to your application:

  • Letter of Interest, describing your qualifications for this job
  • Resume
  • 3 Professional References

Questions? Please contact Chris Williams and reference 02408.

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 & Health Services is an equal opportunity employer and does not discriminate 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.

Salary: $2,778.00 - $3,612.00 Monthly

Location: Pierce County – Lakewood, WA

Job Type: Full Time - Permanent

Department: Dept. of Social and Health Services

Job Number: 2018-02408

Closing: 3/21/2018 11:59 PM Pacific

Agency: State of Washington

Address: View Job Posting for Agency Information View Job Posting for Location, Washington, 98504

Phone: View Posting for Agency Contact

Website: http://www.careers.wa.gov