The project position ends Dec 31, 2024, with the possibility of an extension. The incumbent may work remotely and will occasionally travel to the Public Health Lab in Shoreline, WA to support the TB Lab staff and attend training.
Make a difference.
This position within the TB program reports to the TB Business Operations Supervisor (HSC4). Our Administrative Assistant 3 (AA3) will provide administrative support to the TB Program Manager and TB Program Staff.
AA3 responsibilities include, but are not limited to:
Planning, scheduling, and organizing program meetings, including preparing meeting notes/minutes to include tracking issues and resolutions.- Maintain a file management system and make recommendations for new files/file types or data sharing products.
- Perform significant portions of professional level assignments, as assigned.
- Answer general inquires and route emails to the TB program.
- Coordinate staff payroll paperwork including overtime requests and timesheets and submit to Payroll Coordinator.
- Assist staff with travel coordination and completing travel reimbursement requests using DOH’s Travel and Expense Management System (TEMS).
- Complete data entry for Class B arrivals into the federal database, ensure all paperwork is complete and correct and follow issues to completion.
- Coordinate transfers of data for both incoming and exiting Interjurisdictional Transfer of TB cases between local, state, and federal partners, using CDC’s Epi-X information exchange tool.
- Assist local partners with payment or reimbursement requests for approved TB program funded travel and conference and training attendance.
- Event planning and coordination for large group meetings to include planning, scheduling, space, or platform sourcing, meeting facilitation, coordinating schedules and collection of presentations.
- Occasionally travel to the Public Health Lab in Shoreline, WA to support the TB Lab staff and attend trainings.
Work that matters.
Public health promotes and protects the health of the people of the state of Washington, in the communities where they live, learn, work and play. The agency realizes that our efforts to achieve more equitable health outcomes for the communities we serve begins with our ability to operationalize and institutionalize equity throughout our internal policies, systems, and practices. View Celebrating Public Health
Join a great team and lead us into the future.
The Office of Communicable Disease Epidemiology (OCDE) is responsible for statewide surveillance and investigation of more than 60 of Washington State's approximately 80 notifiable conditions, including planning and response for public health emergencies involving communicable diseases.
Within OCDE, the Tuberculosis (TB) Program works to cultivate, strengthen, and support public health and healthcare partnerships to improve the identification, care, and prevention of tuberculosis and decrease tuberculosis illness, inequities, and death in Washington.
About us.
The Department of Health (DOH) works with others to protect and improve the health of all people in Washington state. We are committed to our cornerstone values of Equity, Innovation, and Engagement (EIE) to reenergize our commitment to health for all — creating policies and conditions so everyone can live their healthiest lives. We cannot embark on this journey alone. We must collaborate with communities, community-based organizations, local public health entities, governmental partners, health care providers and systems, the private sector, Tribal Nations, and many, many more. Infusing our agency’s values into how we transform our services, go about our activities, and strengthen our core work, is critical to the bright and robust future ahead.
Learn more about our Transformational Plan.
Why DOH? We offer…
- One of the most competitive benefits package in the nation that is designed to meet the needs of you and your family. Beyond the traditional benefits such as Health, Life Insurance, Retirement, and related benefits, we offer Flex Spending Accounts, Dependent Care Assistance, Deferred Compensation and so much more.
- A commitment to work/life balance by offering flexible schedules and telework options for many positions.
- A commitment to equity, diversity, and inclusion that fosters an inclusive environment.
- Employees earn between 14 and 25 days of paid vacation per year depending on the length of employment.
- A wellness program that offers education, access to healthy food, and fitness classes.
- An Infant at Work Program based on the long-term health values of breastfeeding newborns and infant-parent bonding.
- Employee resource groups that provide forums for employees to gather and share ideas about matters that affect their personal and professional lives and support career development.
- DOH is a qualifying employer for the Public Service Forgiveness Program (PSLF). See https://studentaid.gov/manage-loans/forgiveness-cancellation/public-service for more details.
Our Ideal Candidate.
Has a driving passion for the work, brings humility to their job and interactions, and understands how their actions affect others. They see the needs and objectives of others and take them into account while achieving their objectives, and they adapt their approach and expectations accordingly. They demonstrate resilience and outward behaviors even when confronted with others who are not open or collaborative.
Required Qualifications.
Option 1: Three (3) years of experience providing office administrative or secretarial support, bookkeeping, or accounting.
Option 2: Associate's degree or higher, and one (1) year of experience providing office administrative or secretarial support, bookkeeping, or accounting.
AND
Experience in two (2) or more of the following qualifications:
- Compiling documents intended for internal and external distribution.
- Providing proofreading and editorial expertise for grammar, punctuation, word usage, content, structure, readability, adherence to office standards, and accurately entering data and/or keyboarding.
- Effectively using independent judgment to resolve complex administrative issues, prioritize work, and meeting deadlines.
- Using an electronic calendaring system to schedule a variety of meetings.
- Working with paper and electronic records management systems.
NOTE: Experience for both required and desired qualifications can be gained through formal professional employment, volunteer experience, lived experience, or a combination
Preferred/Desired Qualifications:
- Well-developed organizational and time management skills
- Experience with meeting planning and coordination, including scheduling, calendaring and notetaking and facilitating.
- Demonstrated competencies using the Microsoft Office suite of tools (Outlook, SharePoint, Word, Excel, PowerPoint, OneNote)
- Ability to interact effectively with persons from diverse cultural, socioeconomic, educational, and professional backgrounds and persons of all ages and lifestyle preferences.
Application Process
Intrigued? Click "Apply" to submit your detailed application profile along with the following:
A cover letter (without any personal pictures), describing how you meet the qualifications and why you are interested in this position.- A current resume (without any personal pictures).
- Three (3) or more professional references, to be listed in your profile under the references section which includes at least one supervisor, peer, and (if you have supervised staff) someone you have supervised or led.
Important Note: Do not attach any documents that include photos, letters of recommendation, or
private information (social security number, year of birth, transcripts, etc.).
Applicants wishing to claim Veterans Preference should attach a copy of their DD-214 (Member 4 copy), NGB 22, or 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 year of birth.
This position is covered by a bargaining unit for which the Washington Federation of State Employees (WFSE) is the exclusive representative.
Conditions of Employment/Working Conditions
All employees engaging in work for the Department of Health must be fully vaccinated against COVID-19 before their hire date. The Office of Human Resources will verify proof of vaccination after an employment offer has been extended.
Please reach out to Human Resources at HR@doh.wa.gov if you need information on a medical or religious accommodation.
With or without an accommodation, I am willing and able to:
- Work a full-time 40-hour work week but must be willing to occasionally adjust work-schedule to meet business needs, which may include evenings and weekends. A flexible work schedule will be considered upon request and supervisor approval.
- Some travel is required, and is typically local or regional, to meet with clients, conduct business, or attend or provide training. Attendance at national meetings may be required.
- Participate in emergency response exercises and emergency events/high-priority assignments, as assigned.
If you have questions, need alternative formats, or other assistance please contact April Gilreath at 360-867-3987, april.gilreath@doh.wa.gov , or TDD Relay at 1-800-833-6384 or 7-1-1. Technical support is provided by NEOGOV, 855-524-5627 (can’t log in, password or email issues, error messages).
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