Description

DSHS DVR Administrative Assistant 3

The Division of Vocational Rehabilitation (DVR) has an opportunity for an Administrative Assistant to join our team and further our mission! This position’s main purpose is to provide operational and unit support for the Pre-Employment Transition Services Program through a variety of complex and confidential administrative duties such as compiling different service delivery data elements for the purpose of program compliance, fiscal forecasting, and ensuring the accessibility and availability of quality services for the DVR Pre-ETS Program. You will also provide support to the Pre-ETS Program Manager and help DVR further develop an effective and efficient Pre-ETS Program.

Join us in our mission of Transforming Lives!

Some of what you'll do:

• 
  Assist the Pre-ETS Program Manager with HR functions for pre-ETS staff.
• Review, analyze, and advise the Pre-ETS Program Manager on confidential information regarding program service delivery data.
• Prioritize deadlines and coordinate data for Pre-ETS billing, tracking, and reporting to ensure completion within required timelines.
• Develop, modify, and/or maintain Pre-ETS Program documentation, record keeping, and both physical and electronic filing systems.
• Assist the Pre-ETS Program Manager with establishing procedures and interpreting/applying administrative policies.
• Coordinate and/or organize the flow of incoming and distributed transition documents and represents the Pre-ETS Program as the secondary point of contact.
• Use MS Office (Word, Excel, SharePoint, & Publisher) to prepare time-tracking quarterly summaries, document student accessibility of Pre-ETS in secondary schools across the state, edit/update staff resources, materials, and forms.
• Assist Pre-ETS Program Manager with issues such as meetings logistics, travel, scheduling including coordination and facilitation of resources and materials.
• Summarize and take notes for team meetings, partner trainings, and/ or other workgroups and committees.
• Assist with formatting and distributing correspondence.
• Coordinate with other work units on administrative practices and procedures. Perform other tasks standard to an administrative professional of this designation.
• Collect, review, enter data, and properly store and archive documentation and correspondence.
• Update transition staff contact and school assignment information, ensuring resources and materials are up-to-date and accurate.

What we’re looking for:

• Administrative support experience using independent judgement, determining work methods, strategies, and process to accomplish responsibilities.
• Ability to multi-task and manage multiple and competing priorities.
• Ability to maintain confidentiality and security of entrusted sensitive or confidential information involving staff, customers, and the agency.
• Knowledge of government organization, administrative procedures, government functions, office methods, and department/division policies
• Excellent grammar, spelling, and proof-reading abilities.
• Effective, accurate, and respectful oral and written communication skills
• Ability to communicate and work effectively and respectfully with staff and others.
• Appropriately represent the agency & the division to customers, potential customers, internal and external.
• Efficient and appropriate use of electronics resources: PC, Meeting Software, Outlook, Word, Excel, PowerPoint, SharePoint, Adobe, etc.
• Experience working with contracts and billing, with a basic level of understanding of regulations governing contracts and agreements, contract principles, theory, and application, contracts terminology, contract practices and billing procedures is highly desirable.

Who should apply?
Professionals with a High school graduation or GED
And
Three years of progressively responsible experience in office/clerical secretarial, bookkeeping, accounting, or general administrative work.
Formal education will substitute year-for-year for experience.

Interested?
Please complete an online application and include the following:

• A current resume
• Letter of interest
• Three professional references

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 an 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 about this opportunity? Please contact Leah.Brandenburg@dshs.wa.gov and reference job number 04603.

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 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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