DSHS WSH Administrative Assistant 3
Behavioral Health Administration (BHA) is seeking an Administrative Assistant 3 to join their Western State Hospital (WSH) in Lakewood, WA.
This position provides confidential executive-level administrative support to the CFO and manages 22 + FTEs in the following programs: Budget Analysis, Billing, and Utilization Review. The position scope of influence affects a major part of the WSH budget which includes approximately 800 patients and 2,500 FTE positions at Western State Hospital. You will maintain, monitor, and provides technical assistance and coordinate hospital-wide with internal and external partners and customers. You will maintain a working relationship with external agencies, outside entities, and the WSH Executive while Transforming Lives!
Some of what you’ll do:
- Maintains and tracks assignments to the CFO and assignments by the CFO to ensure that all deadlines and deliverables are met by established suspense dates
- Utilizes independent judgment to prioritize, establish, and modify workflow in support of all assignments
- Coordinates assign, instructs; tracks, researches, reviews, corrects, follows up, and compiles various and complex administrative functions, projects, and flowsheets
- Prepares draft and finished documents as directed by the CFO to include memos, charts (e.g., organizational chart), agendas, proposals, reports, presentations, and official correspondence
- Exercises independent judgment and signature authority for defined administrative correspondence
- Organizational Chart – updates and keeps current with staff movement. Keeps HR updated with the newest versions
- Exercises proper inventory control, and effective supply ordering; develops or oversees the development of filing systems, arranging of records classification, retention, and disposition
- Serves as the liaison for the CFO to facilitate effective, respectful, and timely interaction, receives calls, emails, and visits by staff
What we’re looking for:
- Possesses strong organizational and administrative skills with emphasis on attention to detail
- Uses independent sound judgment with reliability and consistency
- Ability to prioritize work, find information quickly, complete work, and return to critical tasks in the midst of multiple interruptions
- Exercises time management skills and problem-solving techniques to complete assignments
- Communicates (verbal and written) in a professional and respectful manner with an ability to maintain appropriate internal and external sharing of information
- Advanced experience using Word, Excel, PowerPoint, Outlook, PowerPoint, Access, Publisher, Visio, and internet applications
- Strong sense of customer service with a positive attitude
Who should apply?
Professionals with a High School Diploma or GED
Three years of progressively responsible experience in office/clerical, secretarial, bookkeeping, accounting, or general administrative work.
Formal education will substitute for year-for-year experience.
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.
Per Governor Inslee’s Proclamation, 21-14 (Download PDF reader) state employees must be fully vaccinated. Your vaccine status will be verified. Please note that medical or religious accommodation may be available, once an offer of employment is made.
Questions? Please contact DSHS Recruiter by email and reference #10989.
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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