DSHS DVR Administrative Assistant 3

The Division of Vocational Rehabilitation is seeking an Administrative Assistant 3 to join our team of dedicated professionals in Lacey, Washington. Join us today on our mission to Transform Lives!

DVR (Division of Vocational Rehabilitation) is a statewide resource assisting people with disabilities to prepare for, secure, maintain, advance in, or regain employment. DVR partners with organizations and businesses to develop employment opportunities. DVR serves people who seek meaningful, secure employment but whose disabilities may result in one or more barriers to achieving an employment goal.

This Administrative Assistant 3 (AA3) serves as principal assistant in administration matters, policy and program development for Division of Vocational Rehabilitation, Chief of Operations, and the Operations unit. In this capacity, the position provides confidential administrative support, drafting letters and correspondence that are confidential in nature, coordinates office operations; maintains and coordinates calendars and appointments; makes travel arrangements; screens, prioritizes, and distributes mail; transcribes minutes, screens calls and visitors. Sets up and monitors virtual meetings and Webinars.

With delegated authority, performs high level administrative duties and provides and coordinates administrative support for the DVR Chief of Operations who supervises the DVR Operations Unit which consist of Finance & Budget Manager, Fiscal Analyst 2-5, Contract Specialist Manger, Contract Specialist 2-3, and Forms & Records Analyst 3 staff. The unit consists of 15 positions in total to support.

Example of higher-level administrative duties include administering, handling, providing, coordination of office space management for Operations Unit, personnel administration, records management, equipment purchases, report preparation and special projects, and handling of confidential information and correspondence. Updates and maintains the units SharePoint and Team Sites.

Establishes procedures and interprets and applies administrative policies to the work of the unit to ensure program and administrative standards are met and expected results are produced. Uses independent judgment to develop unit timelines, and plan and prioritize unit work to meet internal and external deadlines. Develops or modifies work methods, procedures, or strategies to solve new or unusual problems and achieve the most efficient use of resources.

Handles all purchasing and ordering of equipment and supplies for the DVR Operations unit. Coordinates personnel issues such as the recruitment process under the direction of the DVR Chief of Operations and Finance & Budget Manager. Drafts and reviews appointment letters.

Some of what you'll do

• Provide high level administrative support to the Operations Unit, which includes contracts, fiscal and public records. This position will have some delegated authority to:
  • Coordinate office operations for the DVR Operations Unit. This will include assisting the Chief of Operations and maintaining their calendar as well as scheduling meetings.
  • Coordinate and arrange travel including airline, rental cars, hotels reservations and meeting/conference registrations for the Operation Unit. Obtain travel authorizations, track, and maintain record of travel itineraries.
  • With delegated authority to compose narrative portions of documents and devising unit standards/procedures to ensure adherence to policies. This includes performing complex duties using Microsoft Office Software to transcribe minutes, produce presentations and maintain excel workbooks with large quantities of data.
  • Responsible for managing the inventory system for purchasing supplies and equipment that includes ordering, processing orders, tracking, unpacking orders and doing quality assurance checks for what was received/not received as ordered. Responsible for seeing that purchases are cost effective and appropriate use of funds.
  • Responsible for purchase card reconciliations, which includes making sure all backup documentation is obtained and ensuring accuracy of purchase cards assigned to this position.
  • This position will coordinate recruitment for the operations unit, which may include preforming reference checks, scheduling interviews and assist the operations unit with FARM actions. Responsible for coordination of activities for onboarding and exiting employees that include all exit procedures. Coordinates IT set up and employee badge for operations unit.

• Demonstrated technical skill using Microsoft Excel, Word and Outlook.
  Demonstrates self-awareness, self-management, ethics, integrity, and continual learning.
• Demonstrates team dynamics by working within a motivated, high-performing team as an engaged, involved, and productive team member.
• Ability to operate standard office equipment, including but not limited to: computers, calculators, printers, copiers, and fax machines.
• Ability to maintain regular and reliable attendance. Reliability to be on the job and be a productive team member in a busy unit with deadlines and seasonal workload issues.
• Ability to plan, organize, and prioritize work assignments to meet timelines and facilitate workflow.
• Ability to work effectively either independently or with others and to earn the trust, respect and confidence of co-workers and customers through consistent honesty and professionalism in all interactions.

• 
  This position is hybrid with one day/week in the office; however, this could change at the discretion of the Hiring Authority.
• Flex time may be available with the exception of the in-office day.
• Must be able to effectively communicate with management, peers, clients, and the public, as required to carry out the assigned duties of the position.
• Dress appropriately for the work to be performed.
• Interviews will begin shortly after closing.
• Tuition reimbursement available after six months of employment.

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 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.

NOTE:

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.

Questions? Please contact DSHS Recruiter by email and reference #01535.

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 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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