Administrative Assistant 3 (AA 3) DOH8692

• Prepare and respond to correspondence on behalf of TechOps Directors using Microsoft Word, email, and other communication tools.
• Provide organizational support for TechOps Directors and assist with timesheet verification and submission for OIT.
• Coordinate and set up meetings using Microsoft Outlook, prepare meeting materials, take notes, track action items, and follow up with staff as needed.
• Edit documents for plain language compliance and facilitate the review process as assigned.
• Arrange out-of-state travel, prepare authorization requests, and process reimbursements using the online TEMs system.
• Support recruitment processes, including organizing applicant materials, scheduling interviews, and processing documentation.
• Coordinate all aspects of WIC clinic procurements, including communications, paperwork, tracking, billing adjustments, and processing procurement requests and invoices for equipment, supplies, and services.
• Provide backup support for other administrative positions within OIT as needed.

• Administrative experience with a proven ability to manage complex schedules, correspondence, and procurement processes.
• Excellent written and verbal communication, with the ability to draft professional correspondence and interact positively with vendors, staff, and customers.
• Comfort working in a fast-paced, high-volume environment with frequent interruptions and critical deadlines.
• A collaborative spirit, with the ability to work independently under general supervision.

• Option 1: Three (3)+ years of clerical, office or administrative experience supporting a supervisor, manager, or professional in a professional office environment.

• Option 2: One (1) year of experience as an Administrative Assistant 2 or two (2) years as an Administrative Assistant 1 with in government agency.

• Option 3: Associate's degree or higher in business administration, office management, or a related field AND 1+ years of clerical, office or administrative experience supporting a supervisor, manager, or professional in a professional office environment.

• Familiarity with general office software (e.g., word processing, spreadsheets, email, and collaboration tools) and standard administrative procedures for scheduling, correspondence, and records management.
• Intermediate or higher proficiency in Microsoft Office Suite (Word, Outlook, Excel)
• Demonstrated experience handling confidential and time-sensitive information with discretion and professionalism.
• Ability to draft and edit professional communications, organize meetings and events, and manage travel or expense processes using digital tools.
• Experience in preparing reports, documenting meeting outcomes, tracking tasks, and supporting hiring processes (e.g., coordinating interviews, managing applicant data).
• Experience with financial tasks (e.g., expense tracking, invoice processing) or inventory management in a professional setting.

• Bachelor's degree in business administration, office management, or a related field.
• 2+ years of administrative support experience in a government, public health, or technology-focused organization.
• Proficient in Microsoft SharePoint for document management and organization.
• Proficient in Microsoft Visio for creating and editing organizational charts, flowcharts, and diagrams.
• Familiarity with state or organizational policies and management practices (e.g. reimbursement policies, procurement and ordering polices, WACs, RCWs)
• Demonstrated experience working with state or organizational policies and management practices in an administrative or clerical capacity (e.g. reimbursement policies, procurement and ordering polices, WACs, RCWs) in a recent role (within the last 2 years).

• Work Setting, including hazards:

• Work is primarily computer-based (approximately 95%), with extensive keyboarding and data entry.
• Most work is performed remotely, with some duties requiring time in an open-concept cubicle office.
• The environment is fast-paced and high-volume, with frequent interruptions and critical deadlines.
• Telework and in-office work vary depending on assignments.

• Schedule (i.e., hours and days):

• Standard workweek follows an agency-approved schedule.
• Work hours may occasionally exceed 40 per week or shift to evenings/weekends to meet program deadlines.

• Travel Requirements:

• Occasional travel is required for training, meetings, conferences, or visits to locations such as the DOH Warehouse.
• Must be able to operate a motor vehicle or arrange alternative transportation to meet travel needs.

• Tools and Equipment:

• Regular use of computers, telephones, printers, copiers, and standard office furniture.

• Customer Interactions:

• Regular interaction with staff at multiple levels of the organization.
• Occasional coordination with vendors and partners.

• Other:

• Representation: This position is covered by a bargaining unit for which the

Washington State