Administrative Coordinator (AA 3) DOH8535 - State of Washington : Job Details

This is a hybrid full-time, permanent Administrative Assistant 3 position.

Support public meetings, rulemaking, and policy development efforts to advance Health Equity! Join our team as Administrative Coordinator (AA 3), where you will provide day-to-day administrative and staff support services for the State Board of Health, its committees, and ad hoc/special projects! You will plan, organize and employ all administrative functions necessary for successful meetings of the State Board of Health meetings, its committees, and any of its special/ad hoc groups.

The State Board of Health's mission is to provide statewide leadership in advancing policies that protect and improve the public's health. The Board achieves this mission by monitoring the public's health to understand and prevent disease across the state; serving as a public forum to engage the public in policy development; and adopting foundational public health rules.

The Board makes recommendations to the Governor and Legislature and completes health impact reviews in collaboration with the Governor's Interagency Council on Health Disparities. The Administrative Coordinator position reports to the Deputy Director and is primarily responsible for providing administrative functions and assistance to support Board members and staff.

By supporting Board members and staff, you'll help prevent disease, promote public health and keep people safe!

Key Responsibilities Include

* Providing administrative support to Board members, workgroup members (e.g., members of subcommittees and task forces), and staff.

* Completing procurement tasks, including forms for staff traveling out of state.

* Booking and logistics coordination: contacts travel vendors; completes all arrangements and necessary paperwork.

* Researching and arranging state contracts/procurement for language translation and interpretation services.

* Processing and responding to public inquiries in various formats.

* Records maintenance and management, including cleaning and organizing the main electronic filing system.

* Coordinating in-person, virtual, and hybrid meetings.

Why Join Us?

* Impactful Work: Provides focused support to the Board staff and members.

* Collaborative Environment: Works closely with other administrative staff, Board members and Council members, to ensure administrative and clerical functions are met to support the Council.

* Development Opportunities: Broaden your capabilities by accepting new assignments and learning from new experiences, from others, and from structured training.

* Work-Life Balance: Enjoy a flexible, hybrid work environment with support for a healthy work-life balance.

Ready to make a difference? Apply now and become a part of a mission-driven team dedicated to community health!

Location and Flexibility

Enjoy the flexibility of our hybrid work environment, where you can balance working from home and collaborating in the office. It is anticipated that you'll be expected at the DOH facility located in Tumwater for work activities 4 days monthly.

The position may need to travel within Washington State for meetings or support office fieldwork, one to two times a month

Required Qualifications

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: Four years of experience in office/clerical, secretarial, bookkeeping, accounting, or general administrative work

Option 2: An associate degree or higher in Business Administration, Office Management, Accounting, or a closely related field and two (2) years of experience in office/clerical, secretarial, bookkeeping, accounting, or general administrative work

One of the above options, AND Two (2) years of the following experience.

* Providing administrative coordination for a publicly facing workgroup (e.g., Board, Commission, Council) that operates under formal procedures, including coordination of meeting planning and implementation.

* Coordinating procurement and contracting processes within strict policies and procedures, including travel arrangements.

* Budget tracking and analysis for a program, including developing and implementing tools to monitor, estimate/project, and compare expenditures.

* Drafting, editing, and finalizing documents such as letters, forms, tracking sheets, and reports.

* Creating, implementing, documenting, and improving complex office administrative procedures.

* Working with diverse communities including communities of color, communities with low income, LGBTQ+ communities, people who speak a language other than English, and additional communities that have been historically marginalized.

Preferred/Desired Qualifications

* Experience with records retention, management, and organization, particularly in state government or Washington State agency contexts.

* Experience planning and implementing hybrid meetings, public meetings, and state workgroup meetings.

* Knowledge of state government organization and administrative procedures (including payroll, accounting, and procurement).

* Experience with fiscal processes in the state government system (e.g., travel planning and reimbursements, community compensation, contracts support).

* Using Microsoft Outlook to manage emails, calendars, and appointments.

* Successful candidate may receive dual language pay if they are proficient at: reading, writing, speaking in a language other than English, preferably a language of high diffusion in Washington.

Benefits and Lifestyle

We prioritize your work-life balance and offer one of the most competitive benefits packages nationwide, tailored to support your lifestyle. Discover more about Why DOH by visiting Work@Health.

Join a great team at the State Board of Health

At the State Board of Health, our mission is to provide statewide leadership in developing policies that safeguard public health. Through monitoring public health trends, fostering community engagement, and adopting foundational rules, we strive to prevent disease, promote health, and ensure safety for everyone in Washington State.

In partnership with the Governor's Interagency Council on Health Disparities, we champion equity by conducting health impact reviews and crafting strategic recommendations that address health disparities and advance social justice. Together, we're building a healthier, more equitable future for all.

About DOH

Through collaboration with local health jurisdictions and state, federal, and private partners, our programs, and services impact every Washingtonian and visitor daily. We're driven by Equity, Innovation, and Engagement, as outlined in our Transformational Plan for the future of Washington health.

Conditions of Employment:

This position is covered by a bargaining unit for which the Washington Federation of State Employees (WFSE) is the exclusive representative.

I am prepared, with or without accommodation, to do the following:

* Commit to a full-time 40-hour, 8am - 5pm workweek schedule.

* Communicate through applications such as MS Teams and MS Outlook, and by phone while working remotely.

* Adjust my work schedule occasionally to align with business needs, which may entail working evenings and weekends.

* Perform my job duties either remotely from home or in person, on a drop-in basis, at the designated DOH site location.

* Occasional travel may be necessary, sometimes requiring overnight stays or trips out of state.

* Legally drive a vehicle or arrange alternative transportation for state business.

* Engage in emergency response exercises and high-priority assignments as assigned during emergency events.

APPLICATION DIRECTIONS:

To apply, click Apply and complete the application. Attach your resume, and cover letter. In your Applicant Profile, include at least three professional references (including a supervisor, a peer, and someone you've supervised or led, if applicable). Please do not include private information such as social security number or year of birth.

Make sure to document your years of experience, skills, and abilities as listed in the qualifications section of this job posting.

Attach only the following:

* Resume

* Cover letter

* 3 or more professional references, if not included in your applicant profile

* DD-214 (if applicable)

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

Do not include or attach the following - these documents will not be reviewed:

* REMOVE personal photos - do not submit any documents containing personal photos.

* Transcripts (unless specifically requested in the Application Directions)

* Certifications or diplomas

* Projects or portfolios

* Letters of recommendation

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 or need other assistance, please contact Kristina Cox at 360-###-#### or [email protected]. For general DOH recruitment questions, email the Talent Acquisition Team at [email protected]. For persons with disabilities, this document is available in other formats. Please call 800-###-#### (TDD/TTY 711) or email [email protected].

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

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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.