Senior Administrative Assistant (AA 4) DOH8939

Senior Administrative Assistant (AA 4) DOH8939

Salary

$4,364.00 - $5,871.00 Monthly

Location

Thurston County - Tumwater, WA

Job Type

Full Time - Permanent

Remote Employment

Flexible/Hybrid

Job Number

DOH8939

Department

Dept. of Health

Division

Health Systems Quality Assurance (HSQA)

Opening Date

07/01/2026

Closing Date

7/8/2026 11:59 PM Pacific

Salary Information

The high end of the salary range, Step M is typically a longevity step

• Description
• Benefits
• Questions

Description

This position offers a hybrid work arrangement, combining up to 2 days per week of remote work with scheduled onsite work at our DOH facility in Tumwater, WA.

The Opportunity

As the Senior Administrative Assistant, you will support the work of more than 100 full-time Office of Investigative and Legal Services (OILS) employees and the OILS Leadership Team. This Administrative Assistant 4 position serves as the primary assistant to the Office Director, Deputy Director, Executive Director of Legal Services, Chief Investigator, and Operations Manager. They provide higher-level administrative duties, representing the goals and interests of the Office, and the Division.

This position requires a working knowledge of the Health Systems Quality Assurance division, department, and OILS missions, goals, objectives, policies, and procedures. Work is assigned and delegated by the OILS Leadership Team.

Key Responsibilities Include:

Meeting & Committee Coordination

• Director-chaired meetings: Providing executive-level support, including logistics, building meeting agendas, taking and disseminating minutes, preparing presentation materials, and tracking action items.
• Routine scheduling: Scheduling meetings, reserving rooms, drafting and disseminating agendas/minutes, and assisting with travel arrangements and reimbursements.
• Internal prep: Participating in admin-led meetings by preparing background info, briefing documents, and coordinating talking points.

Office Operations & IT Support

• Coordination: Serving as the point of contact for Service Central requests, motor pool, and travel management system (TEMS).
• Asset management: Handling all PC tracking, replacements, workstation changes, and other IT-related services.

Record Keeping & Compliance

• Documentation: Acting as the office-wide record keeper for the OILS team.
• Quality control: Providing quality assurance oversight for administrative documents that require signatures.

Reporting & Projects

• Director tasks: Compiling reports and completing special project assignments on behalf of the office director.
• Serving as a lead or active member on workgroups and representing the office or division in carrying out special events and ad hoc committees.

Process Improvement & Standards

• Protocol enforcement: Performing assigned responsibilities identified in HSQA Business Policies, Procedures, and Office Protocols.
• Monitoring: Evaluating office protocols, standards, priorities, and tracking deadlines to ensure tracking compliance.
• Efficiency: Working with the management team to identify, recommend, and implement changes that promote standardization and foster efficiencies across the office.

Why You'll Love This Role

You will support the work of an office committed to protecting the health and safety of Washingtonians. You will work with a variety of partners and take on new challenges. The AA 4solves problems and coordinates information, decisions, strategies, and actions with the public, staff members and leaders throughout the organization.

You'll enjoy being part of a high-functioning team dedicated to improving patient safety, promoting cooperation and helping HSQA colleagues to achieve office and division goals and deliverables while meeting customer expectations - apply today to help us protect and improve the health of people in Washington!

Required Qualifications

There are multiple pathways to qualify for this position. 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.

Four (4) or more years of professional experience planning, organizing, coordinating and completing administrative duties in an executive level business or legal office at the Administrative Assistant 3 job classification or above or equivalent. This includes scheduling meetings, managing calendars, taking notes, managing emails, coordinating assignments, responding to inquiries, developing presentations and other documents, and maintaining confidentiality.

Three (3) or more years of experience using the following software applications:

• MS Excel or other spreadsheet software to create and manipulate large or complex spreadsheets, tables, databases and reports; create complex mathematical formulas; link worksheets and create links to external data sources; import data from other sources; find and format records; sort and filter by multiple selections; develop queries and reports; and create and format charts and graphs.
• MS Word or other word processing software to create, format, edit, print, and save documents; use standard functions to select, edit, copy, past, format, and spell check text; create bulleted and numbered lists, indent and align paragraphs using tabs; create hyperlinks; create, format, sort and edit tables, columns, and charts; insert and format sections; create headers and footers; work with pictures and draw objects; create forms using templates, work with form fields, and format and enhance forms; use mail merge to create form letters and modify merged documents; create tables of contents and compile update indexes.
• MS PowerPoint or other presentation software to create, format, edit, and run slideshows; integrate text with graphics, add hyperlinks, create charts and graphs, create and print speaker notes and handouts, work efficiently with templates and masters to format, design and update slides, handouts and notes.

Additional Required Knowledge, Skills, Abilities, and Experience

• Demonstrated ability to plan, organize, and lead teams; assign, review, and coordinate work projection; develop procedures for most effective use of staff, space, and equipment.
• Knowledge of office organization, methods, and management principles; modern methods of performing various kinds of clerical work and of measuring work production; office materials, supplies, and equipment; inventory control and record management.
• Demonstrated ability to work and excel in a fast-paced, high-volume environment while demonstrating organization, professionalism, and attention to detail.

Competencies

Interpersonal Skills: Adapts to and works effectively with a variety of situations and people. Consistently models trustworthiness, sensitivity to others and respect. Provides timely and honest feedback in a constructive and non- threatening way. Demonstrates diplomacy, tact, and discretion when dealing with others. Consistently demonstrates a positive attitude toward the organization, customers, and work in general.

Attention to Detail: Produces thorough, accurate documents; identifies and corrects errors, consistently reviews work to ensure quality.

Self-management: Continue seeking and assuming additional responsibilities as appropriate. Treating others with respect and dignity. Strive to work effectively in a diverse work environment. Focus on the situation, issue, or behavior rather than on the person.

Preferred Qualifications

While these aren't required, having them can help you stand out as a candidate.

• One (1) or more years of experience using Adobe Acrobat Professional, Microsoft SharePoint, and Visio computer software
• One (1) or more years of experience and ability to use presentation software, such as Microsoft PowerPoint, to create, format, edit, and run slide shows, integrate text with graphics, add hyperlinks, create charts and graphs, create and print speaker notes, and handouts, work efficiently with templates and masters to format, design and update slides, handouts, and notes.
• Experience and training in applying quality improvement thinking and tools to improve processes and increase accuracy, timeliness, and overall quality.

Employee Benefits

We offer a solid benefits package that supports you and your family's health, financial security, and work-life balance. You'll have access to comprehensive medical, dental, and vision coverage, life and long-term disability insurance, flexible spending and health savings accounts, and retirement plans that help you plan for tomorrow while you're living today. Paid holidays, vacation and sick leave help you recharge, and additional programs like dependent care assistance and professional development opportunities add value beyond basic coverage. Join us and enjoy benefits designed to care for you as much as you care about public health. Learn more about DOH benefits and see how we support your life at work and beyond by visiting Work@Health.

At the Division of Health Systems Quality Assurance (HSQA), we oversee Washington State's healthcare delivery system, ensuring the highest standards of care. The Department of Health's HSQA Office of Investigative and Legal Services (OILS) supports the agency and division goals of protecting the public health and safety of the people of Washington by collecting information, investigating complaints, and taking enforcement action against health care providers and facilities who provide substandard care or commit unprofessional conduct. Together, we keep Washington families safe.

The Office is responsible for overseeing the disciplinary process for over 400,000 healthcare professionals and 7,000 facilities.

About the Washington State Department of Health

Were nearly 2,000 professionals across Washington working together to protect and improve community health. Guided by our values of Equity, Innovation, and Engagement, we address health disparities, respond to emerging challenges, and strengthen systems that support resilience. At DOH, we help reduce barriers, collaborate with diverse communities, and champion equitable health outcomes. We're passionate people who are driven to make a difference in public health. Explore more about the Department of Health, our programs, and our impact by visiting our website.

Working Conditions:

The following describes the working conditions of this position, with or without reasonable accommodation.

Work Setting:

• The position requires regular in-person attendance to perform duties onsite at the Tumwater DOH campus. When not working onsite, this position may work from home, a DOH office, or an approved alternate location. Exposure to hazards is limited to those commonly found indoors in home or office environments. The position requires repetitive use of a computer, inputting data and navigating a database, creating and modifying electronic documents, and using email and the internet.

Schedule:

• Standard DOH business hours are Monday to Friday 8:00 a.m. to 5:00 p.m.; however, an alternate or flexible work schedule may be considered at the employees request, subject to supervisory approval. The position would not normally require working in excess of 40 hours per week, but if it became necessary for business needs, your supervisor would notify you in advance.

Travel Requirements:

• Travel is not required to perform the duties of this position; however, occasional travel may be expected to attend meetings, training, or conferences.

Tools & Equipment:

• This position uses standard office furniture and equipment, such as a desk, office chair, cell phone, computer, monitor(s), keyboard, and mouse; and when in the office, the position may also require the use of a printer, phone, and/or copy machine.

Customer Interactions:

• The position frequently requires engaging with customers in a variety of settings including agency staff and leaders, external partners, and members of the public.
• The position requires regular interaction on the telephone and in writing with customers, some of whom may be upset, frustrated, or irate.

Other:

• This position is covered by a bargaining unit for which the Washington Federation of State Employees (WFSE) is the exclusive representative.The DOH campus is a smoke-free, drug-free, alcohol-free, scent-neutral environment.
• This position may be required to conduct and/or participate in public health emergency preparedness and response activities.

APPLICATION DIRECTIONS:

We're committed to a fair and equitable hiring process. Only materials submitted through the official application will be considered. Emailed resumes or documents won't be accepted or shared with the hiring manager.

Click "Apply" to complete your application. Attach your resume, cover letter, and DD-214 (if applicable). List at least three professional references, directly in your Applicant Profile or as a separate attachment, including a supervisor, a peer, and someone you've supervised or led (if applicable).

DO NOT INCLUDE private details like your SSN or birth year, personal photos, transcripts, certifications, diplomas, projects, portfolios, or letters of recommendation.

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

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, need assistance with the application process, require an accommodation, or would like to request this posting in an alternative format, please contact Kristina Cox at employment@doh.wa.gov and reference DOH8939.

Technical Support: Reach out to NEOGOV directly at 1-855-524-5627 for technical support and login issues.

SUBSCRIBE to DOH Job Alerts

Supplemental Information

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.

More than Just a Paycheck!

Employee benefits are not just about the kind of services you get, they are also about how much you may have to pay out of pocket. Washington State offers one of the most competitive benefits packages in the nation.

We understand that your life revolves around more than just your career. Like everyone, your first priority is ensuring that you and your family will maintain health and financial security. Thats why choice is a key component of our benefits package. We have a selection of health and retirement plans, paid leave, staff training and other compensation benefits that you can mix and match to meet your current and future needs.

Read about our benefits:

The following information describes typical benefits available for full-time employees who are expected to work more than six months. Actual benefits may vary by appointment type or be prorated for other than full-time work (e.g. part-time); view the job posting for benefits details for job types other than full-time.

Note: If the position offers benefits which differ from the following, the job posting should include the specific benefits.

Insurance Benefits

Employees and their families are covered by medical (including vision), dental and basic life insurance. There are multiple medical plans with affordable monthly premiums that offer coverage throughout the state.

Staff are eligible to enroll each year in a medical flexible spending account which enables them to use tax-deferred dollars toward their health care expenses. Employees are also covered by basic life and long-term disability insurance, with the option to purchase additional coverage amounts.

To view premium rates, coverage choice in your area and how to enroll, please visit the Public Employees Benefits Board (PEBB) website. The Washington Wellness program from the Health Care Authority works with PEBB to support our workplace wellness programs.

Dependent care assistance allows the employee to save pre-tax dollars for a child or elder care expenses.

Other insurance coverage for auto, boat, home, and renter insurance is available through payroll deduction.

The Washington State Employee Assistance Program promotes the health and well-being of employees.

Retirement and Deferred Compensation

State Employees are members of the Washington Public Employees Retirement System (PERS). New employees have the option of two employer contributed retirement programs. For additional information, check out the Department of Retirement Systems web site.

Employees also have the ability to participate in the Deferred Compensation Program (DCP). This is a supplemental retirement savings program (similar to an IRA) that allows you control over the amount of pre-tax salary dollars you defer as well as the flexibility to choose between multiple investment options.

Social Security

All state employees are covered by the federal Social Security and Medicare systems. The state and the employee pay an equal amount into the system.

Public Service Loan Forgiveness

If you are employed by a government or not-for-profit organization, and meet the qualifying criteria, you may be eligible to receive student loan forgiveness under the Public Service Loan Forgiveness Program.

Holidays

Full-time and part-time employees are entitled to paid holidays and one paid personal holiday per calendar year.

Note: Employees who are members of certain Unions may be entitled to additional personal leave day(s), please refer to position specific Collective Bargaining Agreements for more information.

Full-time employees who work full monthly schedules qualify for holiday compensation if they are employed before the holiday and are in pay status for at least 80 nonovertime hours during the month of the holiday; or for the entire work shift preceding the holiday.

Part-time employees who are in pay status during the month of the holiday qualify for the holiday on a pro-rata basis. Compensation for holidays (including personal holiday) will be proportionate to the number of hours in pay status in the month to that required for full-time employment, excluding all holiday hours. Pay status includes hours worked and time on paid leave.

Sick Leave

Full-time employees earn eight hours of sick leave per month. Overtime eligible employees who are in pay status for less than 80 hours per month, earn a monthly proportionate to the number of hours in pay status, in the month to that required for full-time employment. Overtime exempt employees who are in pay status for less than 80 hours per month do not earn a monthly accrual of sick leave.

Sick leave accruals for part-time employees will be proportionate to the number of hours in pay status, in the month to that required for full-time employment. Pay status includes hours worked, time on paid leave and paid holiday.

Vacation (Annual Leave)

Full-time employees accrue vacation leave at the rates specified in WAC 357-31-165(1) or the applicable collective bargaining agreement (CBA). Full-time employees who are in pay status for less than 80 nonovertime hours in a month do not earn a monthly accrual of vacation leave.

Part-time employees accrue vacation leave hours in accordance with WAC 357-31-165(1) or the applicable collective bargaining agreement (CBA) on a pro rata basis. Vacation leave accrual will be proportionate to the number of hours in pay status, in the month to that required for full-time employment.

Pay status includes hours worked, time on paid leave and paid holiday.

As provided in WAC 357-58-175, an employer may authorize a lump-sum accrual of vacation leave or accelerate the vacation leave accrual rate to support the recruitment and/or retention of a candidate or employee for a Washington Management Service position. Vacation leave accrual rates may only be accelerated using the rates established WAC 357-31-165.

Note: Most agencies follow the civil service rules covering leave and holidays for exempt employees even though there is no requirement for them to do so. However, agencies are required to adhere to the applicable RCWs pertaining holidays and leave.

Military Leave

Washington State supports members of the armed forces with 21 days paid military leave per year.

Bereavement Leave

Most employees whose family member or household member dies, or for loss of pregnancy, are entitled to five (5) days of paid bereavement leave. In addition, the employer may approve other available leave types for the purpose of bereavement leave.

Additional Leave

Leave Sharing

Parental Leave

Family and Medical Leave Act (FMLA)

Leave Without Pay

Please visit the State HR Website for more detailed information regarding benefits.

Updated 01-07-2026

01

Are you legally authorized to work in the United States?

• Yes
• No

02

Will you now or in the future require sponsorship for employment visa status? (e.g. H-1B, F1, TN, etc.) DOH is not an E-Verify agency]

• Yes
• No

03

(Select One) How many years of experience do you have in planning, organizing, coordinating and completing administrative duties in an executive level business or legal office at the Administrative Assistant 3 job classification or above or equivalent (this includes scheduling meetings, managing calendars, taking notes, managing emails, coordinating assignments, responding to inquiries, developing presentations and other documents, and maintaining confidentiality)?

• a. I do not have this experience.
• b. I have 6 months but less than 1 year of experience.
• c. I have 1 year but less than 2 years of experience.
• d. I have 2 years but less than 3 years of experience.
• e. I have 3 years but less than 4 years of experience.
• f. I have 4 years but less than 5 years of experience.
• g. I have 5 or more years of experience.

04

(Select all that apply) My experience includes (3) or more years of experience using the following software applications:

• a. MS Excel or other spreadsheet software to create and manipulate large or complex spreadsheets, tables, databases and reports; create complex mathematical formulas; link worksheets and create links to external data sources; import data from other sources; find and format records; sort and filter by multiple selections; develop queries and reports; and create and format charts and graphs.
• b. MS Word or other word processing software to create, format, edit, print, and save documents; use standard functions to select, edit, copy, past, format, and spell check text; create bulleted and numbered lists, indent and align paragraphs using tabs; create hyperlinks; create, format, sort and edit tables, columns, and charts; insert and format sections; create headers and footers; work with pictures and draw objects; create forms using templates, work with form fields, and format and enhance forms; use mail merge to create form letters and modify merged documents; create tables of contents and compile update indexes.
• c. MS PowerPoint or other presentation software to create, format, edit, and run slideshows; integrate text with graphics, add hyperlinks, create charts and graphs, create and print speaker notes and handouts, work efficiently with templates and masters to format, design and update slides, handouts and notes.
• d. None of the above.

05

Select which best describes your ability to plan, organize, and lead teams; assign, review, and coordinate work projection; develop procedures for most effective use of staff, space, and equipment.

• a. None: I am unaware or have very little knowledge of the skill.
• b. Aware: I am aware but have limited knowledge or ability to apply the skill.
• c. Knowledgeable: I am comfortable with my knowledge or ability to apply the skill.
• d. Proficient: I am very comfortable, considered an expert, and/or could teach this skill to others.

06

Select which best describes your knowledge of office organization, methods, and management principles; modern methods of performing various kinds of clerical work and of measuring work production; office materials, supplies, and equipment; inventory control and record management.

• a. None: I am unaware or have very little knowledge of the skill.
• b. Aware: I am aware but have limited knowledge or ability to apply the skill.
• c. Knowledgeable: I am comfortable with my knowledge or ability to apply the skill.
• d. Proficient: I am very comfortable, considered an expert, and/or could teach this skill to others.

07

Select which best describes your ability to work and excel in a fast-paced, high-volume environment while demonstrating organization, professionalism, and attention to detail.

• a. None: I am unaware or have very little knowledge of the skill.
• b. Aware: I am aware but have limited knowledge or ability to apply the skill.
• c. Knowledgeable: I am comfortable with my knowledge or ability to apply the skill.
• d. Proficient: I am very comfortable, considered an expert, and/or could teach this skill to others.

08

(Select all that apply) My experience includes the following:

• a. One (1) or more years of experience using Adobe Acrobat Professional, Microsoft SharePoint, and Visio computer software
• b. One (1) or more years of experience and ability to use presentation software, such as Microsoft PowerPoint, to create, format, edit, and run slide shows, integrate text with graphics, add hyperlinks, create charts and graphs, create and print speaker notes, and handouts, work efficiently with templates and masters to format, design and update slides, handouts, and notes.
• c. Experience and training in applying quality improvement thinking and tools to improve processes and increase accuracy, timeliness, and overall quality.
• d. None of the above.

09

I confirm that I have reviewed my responses to the supplemental questions and that they are accurate to the best of my knowledge. I understand that once my application is submitted and the announcement closes, these responses cannot be modified.

• Yes

Required Question

Employer State of Washington

Address View Job Posting for Agency Information

View Job Posting for Location, Washington, 98504

Website http://www.careers.wa.gov