Administrative Assistant 1 (DOH4779) at / Jobsxl

Description

The Opportunity
The Division of Health Systems Quality Assurance (HSQA) is responsible for oversight of Washington State’s health care delivery system which includes licensing and regulating over 380,000 health care professionals and 7,000 facilities. HSQA also works closely with communities and local health partners to build strong health systems and prevention programs across the state to help ensure communities have access to good health care and emergency medical services.
The HSQA Office of Investigative and Legal Services (OILS) goals include: improved patient safety, increased public confidence in our ability to protect public health through the disciplinary process, thorough approaches to system improvements, clear lines of authority and accountability, increased span of control for supervisors, and seamless and efficient delivery of services.
This Administrative Assistant supports the department’s mission and OILS goals to protect and improve the health of people in Washington State by providing critical administrative support specific to the disciplinary process against licensed health professionals. This position is integral in the delivery of quality disciplinary services to HSQA programs and other entities, and works to ensure that performance measures are met regarding the timeliness of disciplinary cases. This position also assists with compliance with State of Washington law, regulations, and procedures by assuring the accuracy and completeness of regulatory documentation, files, and records.
This is a full-time, permanent Administrative Assistant 1 (AA 1) position.

About DOH and our Employer of Choice Initiatives

Washington State Department of Health (DOH) works with federal, state, tribal, and local partners to help people in Washington stay healthy and safe. Our programs and services help prevent illness and injury, promote healthy places to live and work, provide education to help people make good health decisions and ensure our state is prepared for emergencies. To learn more about the agency, visit our website, DOH Infographic (Download PDF reader), and see what it’s like to Work@Health!
DOH is a great place to work and has implemented several “Employer of Choice” initiatives, including:

  • We are committed to diversity and inclusion. DOH fosters an inclusive environment that encourages all employees to bring their authentic selves to work each day. We strive to hire, develop, and retain a competent and diverse workforce that is reflective of the customers we serve.
  • We have an engaging Wellness@Health program which offers programs that support healthy behaviors and work/life balance. Our program provides wellness education, access to healthy food, physical activity classes, stress relief, and many other resources to support a healthy you.
  • We support a healthy life/work balance by offering flexible/alternative work schedules, and mobile work options for many positions.
  • We are making exciting steps towards modernizing our workplace by providing motivating and inspiring workspaces that promote creative thought, innovation, and collaboration among co-workers.
  • We have an Infant at Work Program that is based on the long-term health values of breastfeeding newborns and infant-parent bonding. Eligible employees who are new mothers, fathers, or legal guardians can bring their infant (6 weeks to 6 months) when returning to work. (Depending upon job duties and work location.)


What will you be doing? ? Duties include:

  • Provide administrative support for OILS business operations, the OILS Operations Manager, and OILS staff by performing technical and routine functions that support the complaint response and disciplinary activities relating to allegations of violations of the Uniform Disciplinary Act (UDA), RCW 18.130, and the disclosure of records pursuant to the Public Records Act, RCW 42.56.
  • Compose memos for the reviewing board/commission members.
  • Prepare and send boilerplate disciplinary/investigative notices and evidence that is confidential and sensitive in nature.
  • Enter investigation/legal information into the Integrated Licensing and Regulatory System (ILRS) as requested.
  • Provide back-up support to complaint intake unit and investigative and legal intake desk.
  • Process incoming mail following appropriate protocol.
  • Participate in office and divisional workgroups to promote organizational effectiveness and structure.

What we’re looking for
The ideal candidate is a team player, defined as having a driving passion for the work, bringing humility to their job and people interactions, and understanding how their words and actions affect others.
Required Qualifications

  • Two (2) or more years of secretarial or administrative experience working in a demanding, high-production environment within a professional office setting.

AND

  • Two (2) or more years of experience using the following:
    • Word processing software, such as MS Word, to create, format, edit, preview, print and save documents. Use standard functions to select, edit, copy, paste, format, and spell check text.
    • Electronic communication and calendar programs, such as MS Outlook to compose, send, and respond to electronic mail, and coordinate schedules, and schedule meetings.
    • Electronic database system to update and/or maintain records.
    • Internet to access, research, find, and download information.
    • Spreadsheet software, such as MS Excel to create, modify, print, and format spreadsheets, find and replace data, work with basic formulas, filter and sort data, and create/format charts and graphs.

Note: Prior to a new hire, a background check including criminal record history will 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 position.
Desired Qualifications

  • Associate’s degree or higher from an accredited educational institution.
  • Progressively responsible administrative or secretarial experience in the legal or regulatory field.
  • Demonstrated proficiency with HSQA Integrated Licensing and Regulatory System (ILRS).
  • Demonstrated experience working in a complex organizational structure.
  • Demonstrated experience formatting and proofreading complex documents.

This is a position covered by a bargaining unit for which the Washington Federation of State Employees (WFSE) is the exclusive representative.
The Washington State Department of Health (DOH) is an equal opportunity employer. DOH strives to create a working environment that is inclusive and respectful. It is our policy to prohibit discrimination on the basis of race, sex, color, national origin, religion, sexual orientation, gender identity, age, veteran status, political affiliation, genetics, or disability in the recruitment, selection, and hiring of our workforce.
If you have questions, need alternative formats or other assistance please contact Cher Williams at (360) 236-4545, cher.williams@doh.wa.gov, 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).
Application Process
Intrigued? We’d love to hear from you. Click “Apply” to submit your detailed application profile along with the following:

  • A letter of interest, describing how you meet the specific required and desired qualifications for this position
  • A current resume.
  • Three (3) or more professional references, to be included in your profile. Please include at least one supervisor, peer, and (if you have supervised staff) a subordinate.

Note: Do not attach transcripts or other documents that are not requested in the Application Process, or that are password protected. These types of documents cause errors when downloading application materials and will not be forwarded to the hiring supervisor. Veterans, please feel free to attach a copy of your DD214.
Conditions of Employment/Working Conditions
With or without an accommodation, I am willing and able to do the following:

  • Move or transport boxes of files weighing up to 30 pounds.


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Supplemental Information

Only applicants who follow the directions and complete the Application Process in-full will have their responses reviewed for consideration.
Education and experience selected, listed and/or detailed in the Supplemental Questions must be verifiable on the detailed applicant profile submitted.
This recruitment may be used to fill other positions of the same job classification within the agency.

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